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Help: Old Employees Accessing The Linux Server

I've recently noticed that two of my former employees are still accessing one of our Linux box. Old user account wasn't deleted because it has some important files. How do I make sure account get deleted without losing files and email stored in the account? Can you describe a terminations clearance policy for an employee account including email accounts, forwarding aliases, ssh / ftp, and access to vpn dialup services under Red Hat Enterprise Linux server?
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