Brief Guide to Standardizing Email and Account Usernames

 
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Former Community Manager
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<body lang=EN-US link=blue vlink=purple style='tab-interval:.5in'>





What and Why<o:p></o:p>





<o:p> </o:p>



Account names, login ID’s, email addresses – all
pieces of identity that should be pretty simple.
style="mso-spacerun:yes"> 
What people don’t realize is that what
works for a small organization as a short-term solution, can cause big
headaches for sysadmins as more people are hired and
usernames become difficult to manage. 
From our own SysAid thread, and some practical
experience, here are a few tips for creating a long-lasting username scheme.



<o:p> </o:p>



<o:p> </o:p>









Guidelines<o:p></o:p>









<o:p> </o:p>



<![if !supportLists]>
style='mso-fareast-font-family:Cambria;mso-fareast-theme-font:minor-latin;
mso-bidi-font-family:Cambria;mso-bidi-theme-font:minor-latin'>
style='mso-list:Ignore'>1.    
<![endif]>Plan for long-term growth



<o:p> </o:p>



Any scheme or convention should
take into account large numbers of employees, and the probability that there
will be several duplicate names. 
Often the user ID’s created in the first few years of a business will
stay with the users even twenty years later, so don’t make a mistake of
limiting growth.



<o:p> </o:p>



<![if !supportLists]>
style='mso-fareast-font-family:Cambria;mso-fareast-theme-font:minor-latin;
mso-bidi-font-family:Cambria;mso-bidi-theme-font:minor-latin'>
style='mso-list:Ignore'>2.    
<![endif]>Keep usernames and email address uniform



<o:p> </o:p>



With identity management being a
major part of IT, keeping the same username for the email address and all IT
systems will not only make it easy for users to remember login ID’s, but will
also make it easy to automate provisioning services.
style="mso-spacerun:yes"> 
Unfortunately, this can be limited by IT
systems that only allow specific patterns, such as three letters and three
numbers, or in cases where security requirements prevent an email address from
matching a login name.



<o:p> </o:p>



<![if !supportLists]>
style='mso-fareast-font-family:Cambria;mso-fareast-theme-font:minor-latin;
mso-bidi-font-family:Cambria;mso-bidi-theme-font:minor-latin'>
style='mso-list:Ignore'>3.    
<![endif]>Keep the pattern simple



<o:p> </o:p>



Many organizations use a simple
system of firstname.lastname
for both email and LDAP.  What about
for those people with common names? 
Adding in a number can help differentiate common names, such as
john.smith02.  No matter what, stay
away from patterns that get complicated during growth, such as using only the
first name, or first name and first initial of last name.



<o:p> </o:p>



<o:p> </o:p>









Recommended
Patterns<o:p></o:p>









<o:p> </o:p>




style='border-collapse:collapse;mso-table-layout-alt:fixed;border:none;
mso-border-alt:solid windowtext .5pt;mso-yfti-tbllook:1184;mso-padding-alt:
0in 5.4pt 0in 5.4pt'>










style='mso-bidi-font-weight:normal'>Small to Medium Business<o:p></o:p>




style='mso-bidi-font-weight:normal'>Large Corporation<o:p></o:p>



Firstname.Lastname


f.Lastname


fLastname


<o:p> </o:p>



Firstname.LastNameXX, where XX
is a number


<o:p> </o:p>




<o:p> </o:p>



<o:p> </o:p>



Do you have thoughts or suggestions on email or account
naming standards?  Feel free to join
the community thread on this topic at
href="https://www.sysaid.com/Sysforums/posts/list/765.page">https://www.sysaid.com/Sysforums/posts/list/765.page
.





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