Submission Process
At least two weeks prior to the users last day, HR Submits a request to IT via the off-boarding form, on behalf of the department with the following required information:
User email address
Last day
Who Email and File access should be delegated to
2. IT receives submission and tasks are created in Asana for the following:
Audit user access to services and licenses
Last day tasks
30 days after last day tasks
Send HR Verification Email, which should be sent on to the requesting department for verification, containing the following:
On last day:
User access to X (list of services) will be removed on X day
Access to email will be delegated to X staff member(s)
Files will be moved to "Former Staff/Contractors Archive" folder and access delegated to X staff member(s)
After 30 days:
Email will be archived as a single file and placed in folder
Email account will be deleted and an alias added to the departmental Former Staff Google Group
Auto Responder Template
Key Policies
Staff needing to review emails sent to former users should must a request to HR and IT
If access should be extended beyond the last day, supervisor or direct report must coordinate directly with IT and notify HR
IT Staff Off-boarding Activities
4PM of Last Day
Reset passwords (all services audited)
Delegate Email Access and setup auto-responder
Archive files
Force logout of Google access
30 Days after
Create email archive file in archive folder
Delete email account and backup account
Create email address Google Group