Making sure IT off-boarding procedures are followed is essential to ensuring company-owned data and resources are transferred to the appropriate person. If you're a supervisor, please make sure off-boarding procedures are followed for every employee under your purview that leaves the organization.
- Before the term date, fill out IT's 'On-Boarding and Off-Boarding' online form.
- Link to form is here.
- Cross reference the employee's previous IT On-Boarding form - also emailed to you - to make sure all IT resources are addressed in the Off-Boarding form.
- If the employee has an email account, decide the most effective way to handle closing the email address. This is important. Email accounts cost hundreds of dollars annually. The goal of the supervisor should be to close the accounts as soon as is feasible.
- Unless specified otherwise, email accounts will be forwarded to the employee assigned by you on the Off-Boarding form for 30 days, then deleted.
- The overarching goal is to never leave a termed email account open unless it’s absolutely needed.
- Supervisors monitoring the account should be directly communicating with people still sending messages to the termed employee’s email account and re-directing them to another channel.
| NOTE: In the form, you'll have the option to archive Google email and/or Drive data. This data is archived on a 3rd party platform and can be made accessible to chosen staff. If you choose not to archive, this data will be permanently deleted and unrecoverable. |
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