When a user leaves the Company, HR will terminate the users account in WorkDay per ISO document WI-520-010.
Following steps are performed by IT & HR department at the time of employment termination:
- Termination Script run in Adaxes by IT
- The user's network account is deleted.
- Plex/Mapics team is notified to disable the users account.
- Office 365 Removal/Deleted
- Delete RingCentral Account (Leave phone number on account for future use)
- Dropbox Users: The Supervisor will be granted access to the terminated user's Dropbox account by IT and account deleted
- Delete account from Okta
- Retrieve Equipment - Purge user profile or Format and reimage device.
An exception to the above checklist:
Email Forwarding - The department Director or higher of the terminated individual can request that a terminated employee's email be forwarded to a specified individual. The email forwarding will be for a time period of up to 90 days from the employee's separation, at which point, the forwarding is disabled. If the employee that the email is being forwarded to also leaves the company, the original forward will cease.
Historical Email Retention – The terminated employee's Director or above may request, within 30 days of termination, access to an ex-employee's email via the Support Portal. Access to the email will be provided to the requester for 90 days. The requester will need to move any messages they wish to keep over 90 days into their own email inbox. If the requesters email box is on litigation hold, the copied email from the ex-employee may also become part of the litigation hold and subject to discovery and deletion restrictions. (https://support.trojanbattery.com/a/solutions/articles/7000039272)
Except for litigation purposes, email and files will not be copied to external storage devices (CD's, thumb drives, etc.) Reasoning behind this methodology are:
- Data on portable media is not secured and is easily misplaced
- Data sizes often is greater than portable media capacities
- Retention liability, if we keep files, however inert, they will have to be searched in the event of legal issue
- Costs and resources involved in managing data indefinitely are very high
This policy was originally approved and implemented by the Executive Steering Committee on 12/17/15.
Revised: 3/9/16 by the IT Steering Committee.
Revised: 6/13/17 to add Dropbox.
Revised: 7/17/19 to add RingCentral, Mapics and Okta, Policy approved by Mara Williams for C&D.
Revised: 4/15/21 to update IT Support link.