An updated version of the NC State System Access Removal For Separating Employees checklist is now available online. The web page provides guidance to securely manage access to employee data when an employee leaves a department or the university.

The revisions align with Google Workspace storage best practices as well as highlight additional actions for both the separating employee and their supervisor to follow before the employee’s departure. Revisions include:

• Instructions on how the departing employee should use the IT Reporting Tool to get an overview of files owned by the user. VPN access is required to access the tool if you are working remotely.
• Recommendations to set up email delegation access and transfer ownership of Google files from the separated employee to other individuals in the departments they are leaving.
• Steps to ensure continuity of future emails and calendar appointments by changing ownership of events and meetings.
• Information about retiree accounts and how those accounts will be subject to all university policies and regulations.

This revised web page checklist equips managers to fulfill their roles and responsibilities in support of the university’s mission to safeguard its data and equipment. Note: It is important for supervisors to continually remind current and separating employees of their obligation to protect sensitive information such as personal identifiers or credit card numbers. Deleting needed business data and disclosing sensitive information are considered misuse of State property, which could result in disciplinary or legal action.

If you need more information regarding the System Access Removal checklist for separating employees, contact the NC State Help Desk via the NC State IT Service Portal or call 919.515.HELP (4357).