Name the role a reader is trying to reach
“Building desk, deliveries contact: Morgan, confirmed in May” is more durable than “Call Morgan for everything.” If Morgan leaves, verify the new contact with the building office. Keep unrelated personal numbers out of the shared directory. A role such as “building deliveries desk” stays useful when staff change. Keep the current person’s name as a dated detail, and use the organization's published contact route when available.
Check the handover
If Morgan leaves, ask the office who now handles deliveries and whether the same general inbox is monitored. Record the confirmation date and the correct route. Avoid sending a test message containing a private household address merely to see whether an old individual account still works.
Keep old correspondence separate
Preserve an old staff name on a historical booking if it explains who confirmed that booking. Update the active directory entry for future requests. A note of past contact is useful evidence, but a reader should not have to guess whether that person still represents the organization. Before replacing Morgan’s details, check whether an open delivery ticket still belongs to Morgan. Move that ticket to the new office contact separately.