Employee Exit Procedure

When an employee exits the organization, it's the responsibility of the IT Department to remove their various system accounts and provide their data to the appropriate person for review. These steps are required to maintain our system's security, remove redundant data, and reduce excessive licensing costs required to license exited employee accounts. Please note that these steps only apply for IT - you will still need to work with HR for other processes.

The manager of all exiting employees are required to fill out the Exiting Employee Request in the Service Desk. If this form is not filled out, the account will be deleted immediately after we are notified of an employee's exit.

After the form is filled out, the data from the employee’s computer, OneDrive, and Z: Drive will be moved to a central location and made accessible to the manager. The employee's mailbox will be available from the left-side navigation bar of the manager's Outlook client. The manager will also receive an email link providing access to the employee’s files.

The exited employee’s files and mailbox are retained for 90 days. After 90 days, both the mailbox and files are automatically deleted. It is the responsibility of the manager to ensure anything that is intended to be retained is moved from these locations within the 90 days.