Termination of Employee - IT Policy
Purpose:
The purpose of this policy is to outline the responsibilities of the IT department when an employee is terminated. This policy will help ensure that all IT assets are properly accounted for, that sensitive data is secured, and that the transition is carried out smoothly.
Scope:
This policy applies to all IT assets and data associated with an employee who has been terminated. This policy applies to all departments and employees of the organization.
Policy:
IT Asset Retrieval:
People x Culture will retrieve all IT assets assigned to the terminated employee. This includes, but is not limited to, a laptop computer, mobile devices, building keys, and monitor.
Data Backup:
People x Culture will inform IT if there exists a legal hold is in place. IT Department will then secure that device until informed otherwise. No data is backed up unless directed by People x Culture.
Data Archiving:
Email is converted to a shared inbox and the license is removed. Mailboxes are kept indefinitely. Cloud drive data is copied over to a terminated employee folder and kept indefinitely.
Account Deactivation:
IT department will direct request to Pacific IT to deactivate all accounts associated with the terminated employee. This includes but is not limited to; email accounts, network accounts, and any other system or application accounts. IT department will use checklist to verify accounts not managed by Pacific IT are deactivated.
Equipment Disposal:
If IT assets are deemed to be unusable or obsolete, IT department will dispose of them in accordance with the organization's asset disposal policy.
Procedure:
- People x Culture will notify the IT department immediately when an employee is terminated.
- People x Culture will retrieve all IT assets assigned to the terminated employee.
- IT department will backup and archive all data associated with the terminated employee as directed by company policy.
- IT department will deactivate all accounts associated with the terminated employee.
- IT department will dispose of unusable or obsolete equipment in accordance with the organization's asset disposal policy.
Amendment:
This policy may be amended or updated at any time by the organization's management team.