Write it on a Rock

I have some old applications that I inherited and they are set up to send some formatted emails to people based on a few different conditions. Upon save & submit it does a lookup to a view that contains all the Routing documents and emails the people listed in the field it needs to go to. This works just fine except when people are hired and they say stuff like "Jack needs the same Notes access as Jill has" or when someone is removed from the directory because they are still in those routing documents.

I was thinking of using server group names for all the different routing conditions because then it's easier to give someone the same access as someone else and when they are removed the directory they get removed from the group. Downside is there will be A LOT of groups in the server directory.

Is this the best approach or would something else work better? How do you have your applications set up?