It has been our practice in the past to allow the manager of a departing employee to determine how and when an employee's email and phone account was locked out. This has not been a good practice and needs to be changed. The following policy is now in place and must be adhered to by all employees:
- Managers must alert the Systems Department about a departing employee as soon as they know the employee will be leaving the company.
- Any employee leaving the company for any reason will have their email account, voicemail account and door keys (DR only) locked out between 4 PM and 5 PM on their final day, or immediately after their last shift (whichever comes first.) We will also remove any VPN account associated with that employee as well as any user account on the local NAS.
- Any further access to the locked out accounts will require a service request from the manager of the departing employee.
- All accounts will be deleted from the respective servers one week after the employee's last day.
- We can retain email and voicemail for up to one month, but any requests to retain this information past one week will need to be submitted by the manager via a service request.
- Please inform the Systems Department if you would like the departing employee's email address to be aliased to another employee in their department. This prevents any email that is sent to the deleted email address from bouncing. It also allows other employees in the department to receive important emails that may have been intended for the employee who left the company.
Please see the following checklist for a full list of items to verify before an employee departs:
The security of our physical and digital assets is of great importance. By adhering to the policy above, you are helping us protect those assets. Thanks.
- Systems Department
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