Offboarding

Offboarding Process for Employees

1. Notification and Initial Preparation

• Receive Notification: HR department notifies IT about the employee's departure date and provides necessary details in the
  Slack channel 🔒 onboard-offboard-relocation-games.
• Schedule: Set a date and time for the IT offboarding process in coordination with HR and the departing employee.

2. Data Backup and Access Revocation

• Data Backup: Ensure that all necessary data is backed up from the departing employee’s computer. This includes:
  • Project files
  • Emails
  • Important documents
• Access Revocation: Revoke access to:
  • Company email
  • Windows domain account
  • Internal systems and software
  • VPN and remote access
  • Physical access to the office (badge deactivation)

3. Hardware Collection

• Collection: Arrange for the collection of all company-owned hardware, including:
  • Laptop/PC
  • Monitors
  • Keyboard and mouse
  • Headphone
  • Any additional peripherals: Wacom tablet
• Inspection: Check the condition of the hardware and note any damages or missing items.

4. Data Wipe and Reset

• Data Wipe: Securely wipe all data from the collected hardware to ensure no sensitive information is left behind.
• Reset: Restore the hardware to factory settings and reinstall necessary software to prepare for reallocation.
  • Erase a Mac
  • Reset a Windows

5. Reallocation or Storage

• Reallocation: Determine if the hardware will be reallocated to a new employee. If so:
  • Configure the hardware according to the new employee’s role and requirements.
• Storage: If not immediately reallocated, store the hardware in the IT inventory:
  • Ensure all items are labeled and recorded in the inventory management system.

6. Documentation and Reporting

• Documentation: Update IT asset management records to reflect the change in hardware status.
• Report: Update spreadsheet to HR and GA confirming the completion of the offboarding process.

Summary Table

Step	Description
Notification and Initial Preparation	HR notifies IT about the departure date. Schedule IT offboarding tasks.
Data Backup and Access Revocation	Backup important data. Revoke all system and physical access.
Hardware Collection	Collect all company-owned hardware. Inspect and note any damages.
Data Wipe and Reset	Securely wipe data and restore hardware to factory settings.
Reallocation or Storage	Reallocate hardware to new employees or store in inventory.
Documentation and Reporting	Update asset records and report completion to HR and GA.