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Removing a former employee’s access is easier when the business knows which accounts, devices and connected services they used. A written leaving process helps avoid relying on one person remembering every login at the end of a busy day.
Keep an account inventory
Include the main business system, email, cloud storage, remote access tools and third-party applications. Identify any shared accounts and service credentials the employee could use. Changing one application password does not necessarily close access to everything connected to it.
Assign responsibility for the process and agree the timing with the relevant manager. The practical arrangements should follow your organisation’s employment, information-handling and security procedures.
Disable access and check active connections
Use the controls available in each service to remove or disable the person’s access. Review active sessions, authentication methods and issued tokens where those controls exist. Shared credentials that the person knew may also need to be changed without breaking legitimate business connections.
Transfer responsibility for outstanding work before deleting records or accounts. Jobs, approvals and customer conversations may need a new owner. Retention decisions should follow the organisation’s agreed requirements rather than being made by habit.
Design the process into your software
A bespoke system can include an agreed administrator workflow for staff access and work reassignment. The exact actions, audit records and integrations need to be specified and tested.
Digital Solutions can help examine the current process and identify gaps. Bring a list of the systems involved and a typical leaving checklist, so the discussion covers how the business actually operates rather than only the employee’s main login.
Discuss your business software requirements with Digital Solutions.