Offboarding is more than just deprovisioning an exiting employee from applications, remove their access and collect collaterals. Companies need additional steps for protecting critical data and keep all operations running smoothly, which is something that is often overlooked. It increases risk of data breach, failed compliance, loss in productivity and revenue. Below are some best practices for offboarding:
Disable IMAP/POP Settingsif user accounts are synced using IMAP/POP with clients, ex-employees can have access to their email if these settings are still active.
Set Up an Email AutoresponderAutoresponders can be used to inform clients that the user no longer works at the company, and direct them to the new point of contact. This is important because the last thing one wants is a time-sensitive email not getting any response.
Turn Off Automatic Email ForwardingIt is important to turn off the ex-employee's automatic email forwarding for anyone leaving the company to avoid mails regarding internal communications in the company.
Hide the User in the DirectoryTo hide the contact information to alleviate confusion about the employee status, you can hide the user in the directory so that no information appears when other employees search for the other employees.
Release Calendar ResourcesReleasing calendar resources for all ex-employees will free th'em up for all current employees to use and relieve the unnecessary frustration for team members when they cannot access company assets.
Remove People from the Right Shared DrivesMake sure you remember to remove ex-employees from all shared Drives on your GSuite.
Reset User Password and Sign-In CookiesYou can lock out a user by resetting their password. This will prevent unauthorized access into an ex-employee's old account.
Transfer Group Ownership and MembershipTransferring files is not the only thing that needs to be done to a new owner. You need to transfer group ownership or memberships as well.
Delete Email AliasesEliminate aliases or or attribute them to someone else in the company. This way you can make sure that all customers receive responses from the appropriate person.
Remove All Devices from UserMitigate offboarding risks for ex-employees by removing all devices that have installed Office 365.
Remove LicensesRemove user licenses so they can be assigned to other users. In case anybody from the company needs to back up some data, it can be retained for 30 days.
- Offboarding is more than revoking access for ex-employees
- There are multiple practices that need to be followed to create a successful offboarding process
- Transferring ownership, removing access from third party devices, deleting all company profiles and aliases, etc. are some commonly used good practices during offboarding