When an employee leaves the company, their access to company systems and services must be managed to protect company information and ensure that business activities can continue.
User accounts
Company user accounts are reviewed as part of the employee's departure. Access to company services, applications, and internal systems is removed when the employee leaves.
This may include:
- Company email and calendar
- Collaboration and communication tools
- Internal applications
- VPN and remote access
- Shared drives and other company resources
Employees must not share their passwords or authentication credentials with other employees. Access should be transferred through the appropriate system or managed by IT.
Business information
Business documents, files, emails, and other company information remain the property of the company.
Before an employee leaves, important business information should be identified and made accessible to the appropriate team members. Employees should not delete, move, or take company information for personal use.
Managers are responsible for identifying important information and resources that need to remain available to the team. IT can assist with technical aspects of transferring or preserving business information.
Shared resources and access
If an employee is the owner or administrator of a shared resource, the manager should identify another appropriate owner before the employee leaves. Examples include:
- Shared folders
- Team calendars
- Project or collaboration spaces
- Application accounts
- Distribution lists
IT can assist with changing ownership or access where this requires administrative permissions.
Personal information on company devices
Employees should remove personal information from company devices before returning them, where appropriate.
Business information must not be deleted or modified as part of this process. If an employee is unsure whether information is personal or business-related, they should contact their manager or IT before removing it.
Access-related questions
Questions about company accounts, system access, authentication, or the handling of business information should be directed to IT.
Questions about which business information needs to be retained or transferred should be discussed with the employee's manager.
