Employee Termination SOP

Daniel333

Hey everyone,

As part of my on going project to get my companies procedures down....

How do you handle employee termination requests? Do you have a standard documentation. How does the business request what they want from you?

Example - One manager might just want the account disabled. Another might want the account disabled, emails forwarded and a PST of the persons inbox imported into his Outlook. Another just might want an away message set.

So on so on so on...

If you have any standard documents you would be willing to share I'd like to take a look.

thanks,

darkerosxx

Personal opinion that won't help you in any way incoming:

I'm sorry but any manager asking for a person's mailbox after they quit or they're let go needs to get eaten by ants.

tiersten

We have a standard form which is given to us by HR. It has a list of things to do like disable their various accounts, redirect email if applicable, perform an audit of recent activity, backup their machine + files, put a note into the calendar to delete their account after 6 months etc...

tiersten

darkerosxx wrote: »

I'm sorry but any manager asking for a person's mailbox after they quit or they're let go needs to get eaten by ants.

Unfortunately they have the right to do so.

When people leave here, they are asked if they consent to their email address being redirected to somebody else. In most cases people are okay with this but occasionally we get people who refuse. In those cases, we just do an Out Of Office style reply for them.

apena7

I hate to be Johnny Law, but email is the property of the company and shouldn't require any consent to be redirected/read.

wd40

darkerosxx wrote: »

Personal opinion that won't help you in any way incoming:

I'm sorry but any manager asking for a person's mailbox after they quit or they're let go needs to get eaten by ants.

+1000

We have an agreement with hr that all user accounts will be disabled / deleted the next day after a user leave "Managers are an exception", it is the responsibility of the department to get/backup the user data.

Unfortunately, in some cases managers will come crying one week "or 3 months - in one case more than a year" later and ask for users files, they will have a good busniss case and our manager can not refuse.

hence I agree with the eaten by ants part.

msteinhilber

darkerosxx wrote: »

Personal opinion that won't help you in any way incoming:

I'm sorry but any manager asking for a person's mailbox after they quit or they're let go needs to get eaten by ants.

Under normal circumstances of an employee being laid off or moving on or just being let go due to poor performance I would agree. But I would see certain situations in which a member of management's request for a person's mailbox to be justified. We've had situations in our organization where employee's had been performing operations for a competitor they were moving forward to and as a result we had to perform a damage analysis to see what exactly was leaked.

Otherwise, I generally prefer a company wide policy on how to handle these situations. It just makes it easier for everybody involved if a standard is followed, unfortunately where I'm at now there is somewhat of a standard - but there are too many exceptions and it just makes it to be a difficult ordeal.

dynamik

I'm not sure why this is even a discussion. I thought it was common knowledge that your company email account is company property. The same is true for your files and any other data you store on company storage systems.

darkerosxx

Not sure why people jumped to the conclusion (where's my mat?) that I was saying it was illegal. I just said they should be eaten by ants and ants don't listen to our laws, so whatevs!

If you have espionage occuring, that's quite a different story.

cisco_trooper

apena7 wrote: »

I hate to be Johnny Law, but email is the property of the company and shouldn't require any consent to be redirected/read.

+1

I get so sick of this crap. It isn't your email. If there is something in this email (that isn't even yours) that you don't want the company to see, then I'm inclined to believe you deserve the termination you are receiving. This is not complicated, and people that can't understand the simple fact that this is company email need to go get eaten by ants....preferably the fire ant variety.

blargoe

Here is our cookbook for terminations

Disable Account - Prevent remote network logon

Move account to "Disabled Accounts" OU - Cleans out users from production OU and puts them in a locked down area only Domain Admins can access. Account is deleted after 30 days.

Logout user - if they are suddenly escorted from building - to end open logon session. If they have a workstation, force a log off or a reboot if they are logged on to the system

Remove from email distribution lists - Prevent email non-delivery reports when other users send to groups that person was in

Go to Exchange Advanced tab and check box for “Hide from Address Lists” - Hides terminated employee from the Address Book (HR requirement)

Go to Exchange General tab, delivery restrictions, and allow mail only from the account Postmaster (so the account will stop receiving mail from any users). We can't delete the mailbox immediately, so this prevents mail being delivered to a mailbox that is no longer being accessed. Sender will get an error so that it's obvious no one is going to answer the email they just sent.

Check the Organization tab in AD to see if they have any direct reports. We have applications that depend on these fields in AD, some confusion occurs if there are people in the organizational heirarchy that haven't been removed.

Archive Exchange mailbox - This is handled automatically by Symantec Enterprise Vault. Access can be granted to an archived mailbox at the request of a manager.