Foration Blog

IT checklist for leavers

Paul Weeden

Written by Paul Weeden

Founder & Managing Director at Foration. IT and technology fixer.

[fa icon="clock-o"] 5 January 2015 [fa icon="user"] Paul Weeden [fa icon="folder-open'] security

Once an employee has agreed to leave an organisation, there are a number of formalities that need to be followed. Usually these cover HR and contractual matters, such as agreeing notice periods and finalising hand-over arrangements. Equally important however are IT processes that ensure company property is returned, email accounts suspended and IT access revoked. Without these processes, company data could be placed at risk.

To help guide you through the leaver process and ensure no aspects are missed, we have developed the following IT checklist.

Your IT checklist

Securing computers and electronic data:

  • Disable Windows login account (server and/or local computer)
  • Remove access to shared resources (network drives etc.)
  • Reset passwords for any shared accounts and/or systems known by employee (shared logins, WiFi passphrases etc.)
  • Archive / backup personal employee files

Remote access:

  • Disable any remote access methods (websites, Remote Desktop, VPN etc.)
  • Change Administrator passwords for all applications and accounts held by employee
  • Obtain any special passwords unique to employee

E-mail related items:

  • Remotely wipe mobile device if possible / appropriate
  • Reset email account password
  • Disable remote e-mail access
  • Prepare Out of Office response
  • Forward emails where appropriate
  • Disable / delete email account when appropriate

Phone related items:

  • Review and delete voicemail messages, backing up if necessary
  • Delete voicemail account or change voicemail password
  • Update voicemail directory
  • Update phonebook advertisements and other directories

List updates:

  • Update staff and department lists
  • Remove employee name from letterhead / brochures
  • Remove references to employee from Web sites
  • Notify any relevant 3rd parties where employee may have privileges

Seek return of all company property:

  • Laptop
  • Mobile
  • Security pass
  • Building and office keys
  • Desk, file cabinet or file room keys
  • Credit cards and calling cards
  • Client lists

Investigative work:

In the scenario whereby an employee may be suspected of misconduct or inappropriate behaviour, undertaking the following steps may prove invaluable:

  • Review email archive
  • Review web activity
  • Review file audit / remote access logs
  • Review printing logs
  • Review call logs (desk phone and/or mobile)

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Paul Weeden

Written by Paul Weeden

Founder & Managing Director at Foration. IT and technology fixer.

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