What are the Best Practices When Offboarding Old Users? [Video]

In today's digital age, managing user access is more critical than ever. Have you ever discovered that a former employee still has access to your network? Properly offboarding users is a vital part of maintaining your company's security infrastructure. Intelligent Technical Solutions, recognized for its managed IT services, emphasizes the importance of following best practices in offboarding. Below, we'll outline three key strategies to ensure a successful process. 

1. Collaborate with HR to Establish an Offboarding Form

Each company needs a well-defined offboarding process. Partnering with Human Resources (HR) to develop a comprehensive form is the first step. This document should outline the specific actions necessary to remove access efficiently, preventing any surprises down the line. A clear form streamlines HR operations, reducing back-and-forth queries and ensuring all key tasks are completed systematically. 

Furthermore, ensure that the offboarded employee's access to sensitive information is properly managed. It's crucial to determine who will take over file ownership and email access, thereby maintaining workflow continuity. Planning ahead helps future employees access essential resources without unnecessary hurdles. 

2. Conduct Regular Audits

Regular audits are vital for maintaining network integrity and security. Aim to perform these audits at least monthly to catch any lapses or oversights in user access management. During initial client onboarding, our team finds legacy access issues dating back several years. Such findings highlight the risk of network atrophy from unmonitored access. 

Audits are not just about closing potential security gaps; they are proactive measures to ensure that no unauthorized access exists. By making audits a routine part of your IT practice, you safeguard your network's long-term health. 

3. Engage a Managed IT Service Provider

While HR departments can handle many offboarding tasks, the technical side might require specialized attention. Managed IT Service Providers (MSPs) offer expertise that complements HR efforts, handling the more nuanced technical aspects of access management. Partnering with an MSP ensures all digital pathways are covered and processes run smoothly, preventing future complications. 

In summary, to successfully offboard users, it is essential to devise an HR form for offboarding, schedule consistent audits, and consider engaging professional managed IT services if budget permits. These strategies not only protect your network but also enhance operational efficiency. 

If you're interested in implementing a thorough offboarding process or need further assistance, our experts at Intelligent Technical Solutions are here to help. Remember, safeguarding your network isn't just about minimizing risk—it's about building a foundation for your company’s continued success. Thank you for considering these practices to strengthen your organization’s security landscape.