Best way to deal with fax numbers when users are disabled?

Boosting @jackson-1’s query here. Does anyone have some advice to share? 😀

Hi Jackson,

We set up our faxes by department rather than to a specific person.  This way as staff comes/goes - the fax number stays consistent for providers. (we have 20+ fax lines)

We also set up these fax numbers with a distribution group email - again, add/subtract to the Group - but the emails keep flowing...

That makes sense?

We also (also) set staffs RC outgoing fax number via a Template to the INCOMING fax number - so that should they fax out from RC, the reply faxes come to the group for processing.

Now, if you have an Exchange environment I suggest you do a Google and check out CodeTwo for Exchange.  Fantastic add-on to our server, as we have stripping the fax attachements and saving it to a network drive/folder - then it sends a tiny 7k email to the Group saying ‘You have a Fax!’  This saves a LOT of Exchange space as the 20-30Meg attachments are not being sent to 15-20 people. (when only 1 or 2 need to see it)

Let me know if you need any deeper details on setting this upor if you have any quesitons.

Have fun.

Thanks for that Joe. We are a healthcare company and our employees work individually with each client but I think we have groups within our employees and can use that as a “department...”

Jackson...we also have a healthcare division and for patient care I strive to keep phone numbers active when staff departs, and then re-use the same numbers when new staff comes along. 
Typically, when someone leaves I keep their account active and do a few things: Change the name in the greeting, break the email address in the account by adding XXXX to the domain name, and forward all calls somewhere else. Maybe to a supervisor, or a department queue, or someone handling the departed staffer’s clients/patients. 
When a new staff backfills an empty position I delete that old account and then re-create it using the same DID/extension, settings, and desk phone, if any. 

Note: we use the same strategy Joe Cache described for faxes. 

Our big problem with faxes is the over-aggressive blocking RC uses, which often catches regional provider’s fax lines. 😐   It’s been better last month, we believe, but can’t tell.