The IT Side of Employee Turnover: What Businesses Overlook When Offboarding Staff

Employee turnover is a reality in today’s fast-paced work environment. However, many organizations do not pay enough attention to the critical role of Information Technology (IT) during the offboarding process. While Human Resources often has clear checklists for handling resignations, IT needs equal attention to keep both security and efficiency intact.

In this post, we'll explore the risks associated with employee turnover, essential steps to include in the IT offboarding process, and how managed IT services can automate and secure this often-neglected area of employee exit strategies.

Risks of Lingering Access to Email, VPN, and Cloud Apps

Immediate revocation of access to company accounts is vital when an employee leaves. Lingering access to email, VPN, and cloud applications can create serious security risks. For example, if access isn't revoked swiftly, former employees might still be able to access sensitive data. This can lead to data breaches that prove costly for organizations.

According to a report from the Cybersecurity & Infrastructure Security Agency (CISA), about 60% of data breaches can be attributed to former employees retaining access to company resources without authorization. Access tokens for cloud services may still be active for a period of time after an account is deactivated. In one notable case, a company experienced a data breach six weeks after an employee left because their VPN access remained unchanged.

Besides direct risks to data security, companies may also encounter compliance issues. In industries like healthcare and finance, stringent regulations exist regarding data protection. Failure to manage data properly can result in fines that amount to millions of dollars and tarnish the organization’s reputation.

Importance of Timely Device Recovery and Data Ownership

Another critical part of the offboarding process is ensuring the timely recovery of devices and data ownership. It isn't enough to just disable accounts; companies need to retrieve any company-owned devices, like laptops, mobile phones, and tablets, right away.

If devices are not collected, sensitive company data can be compromised. For example, a study found that 30% of lost devices contained sensitive customer information. Not only can this lead to data theft, but it can also disrupt the workflow of remaining employees who may need these devices for their tasks.

To maintain ownership of data, businesses must establish clear policies that communicate to employees that any work-related files created on personal devices remain company property. Organizations should create guidelines to ensure that when an employee leaves, the transition of responsibilities to new team members is smooth.

Steps to Include in an IT Offboarding Process

An effective IT offboarding process should include several key steps:

1. Access Revocation: Right after an employee's departure, revoke access to all company accounts, including email, VPN, and cloud applications.

   
   

2. Device Recovery: Develop a checklist for collecting company-owned devices. Confirm that each item is accounted for and returned in working order.

   
   

3. Data Transfer: Facilitate the transition of any work-related projects or customer information to a new team member, helping to maintain continuity.

   
   

4. Password Changes: Change passwords for any shared accounts to prevent unauthorized access, especially for accounts used by multiple team members.

   
   

5. Documentation: Maintain detailed records of actions taken during the offboarding process, including access revocation, device recovery actions, and relevant communications.

   
   

By incorporating these steps, companies can significantly minimize security risks and ensure a seamless transition for their remaining team members, ultimately enhancing overall productivity.

How Managed Services Can Automate and Secure the Process

Given the complexities involved in offboarding employees, many organizations find that managed IT services can be invaluable. These services offer automated solutions that streamline the process, ensuring key steps are not overlooked.

Managed services can track employee access across various systems, manage account disablement immediately upon termination, and assist in the prompt recovery of devices. This makes risk management a seamless part of the employee exit strategy.

Additionally, managed service providers often have tools to securely wipe data from recovered devices. This ensures sensitive information remains protected, even if a device stays with the former employee for a time.

Utilizing managed services for IT processes not only enhances security during offboarding but also frees up internal IT resources. Teams can focus on more strategic initiatives rather than being tied down by administrative tasks related to employee exits.

Final Thoughts

As turnover rates continue to rise among different industries, it's essential to prioritize the IT aspect of offboarding. Businesses that neglect this area expose themselves to substantial security vulnerabilities and compliance challenges.

By integrating vital steps into their IT offboarding processes and leveraging managed services for improved security and automation, companies can safeguard sensitive data and facilitate a smooth transition for remaining employees. If your organization has been relying solely on HR processes while overlooking IT requirements, it is time to reassess and strengthen your offboarding strategy.

Automating and securing the offboarding process will not only help mitigate risks but also boost morale. It demonstrates that the organization values every aspect of employment—right up until the end of an employee’s journey with the company.