Departing employees: IT best practices

The departure of an employee is always an important stage in a company's life. In addition to handling the handover and organizing the end of the contract, your IT process also plays a decisive role when an employee leaves. It ensures business continuity, cuts off the employee's full access rights, and restores the equipment to its original condition for future use.

Here is Everping's exclusive best practice for taking care of all the computer and software management tasks involved when an employee leaves!

1. Hardware & Computer

✅ Create a list of the equipment used by the employee

If you don't have an inventory solution for the equipment used by the employee (computer, telephone, badge, screen etc..), start by creating a list of the various items of equipment to be returned by the employee

✅ Notify the employee of the equipment return date

✅ Ensure that the employee has retrieved all personal files from his or her computer

Before retrieving the employee's computer, it's best to make sure that the employee has recovered all the personal documents on his or her computer, so that you can reset the computer afterwards
✅ Ask the employee to put all business files on the company Drive

Although it's recommended that business files be permanently stored on the Drive, it's common for some employees to still save some of their folders and files locally on the computer. Ensuring that these potential folders are now on the company's Drive will avoid losing valuable documents when the computer is reset

✅ Resetting the computer

Resetting the employee's PC or Mac will restore it to like-new condition and thus delete all data stored on the computer. In other words, the reset deletes all documents, folders, programs and software present on the computer.

By deleting all data and resetting the computer to zero, you will:
- Eliminate all traces of potential viruses and malware present on the computer. In other words, the reset will ensure that you have a totally clean computer, which a simple deletion of the employee's session does not

- Ensure the deletion of the employee's personal data and thus comply with the RGPD regulation

- Enable the computer to have the latest updates and the best possible performance when it is reallocated, and thus enable you to extend the lifespan of the hardware and protect the planet at the same time!

✅ Recover hardware and update your computer inventory

Indicate in your inventory that your computer is now well and truly in stock and available for future reuse. If you don't yet have an inventory solution for your computers, Everping's platform may be just what you need.

2. Main software (Google Workspace or Office365)

Choose whether you prefer to suspend the user, delete them, or give them full access to your company's main application (Google Workspace or office365)
✅ If you only wish to suspend the user
● Reset the employee's password● Disable Two-factor Authentication (2FA)● Remove the collaborator from the various groups● Set up email forwarding to the person replacing the collaborator● Set up an Out Of The Office departure email to signal that the collaborator has left the company● Forward the password to the person who is supposed to recover access to the account after the departure● Set a reminder at D+3 months or D+6 months to permanently delete the former user
✅ If you wish to delete the user directly
● Set up the transfer of emails to the person replacing the collaborator● Transfer the contents of the personal drive to the person replacing the collaborator (Google only)● Set up an Out Of The Office departure email to signal that the collaborator has left the company● Delete the user's account.

 3. Other software

✅ Create the list of accesses used by the employee in the various software programs if this list does not exist
✅ Notify the employee when his or her accesses will be cut off
✅ Deactivate accesses in Slack or Teams
✅ Deactivate accesses in all other software programs used
💡 All these steps can take several hours for the person responsible for these actions, whose job this is very often not!
Contact our team if you'd like to find out how Everping can help you simplify your onboarding and offboarding, thanks to our easy-to-use platform and the support of our in-house experts.

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