User IT offboarding

User IT offboarding involves several steps for ensuring employees/contractors who have left ICOM can no longer access ICOM resources and also ensures that the emails and documents that they produced are preserved.

Immediately upon termination

URGENT - Immediately upon termination:

ASAP - soon after their termination:

Soon after termination

  • G Suite

    • Set status to: Away

    • Settings:

      • Reset avatar image to the right as an avatar

      • No signature

      • Set Out-of-Office

Out-of-Office message

  • Subject: (First_name) is no longer with ICOM

  • Body:

Hello,

As of [full date], I am no longer with ICOM Productions. For active projects, please connect with your Project Manager. For all other inquiries, you can contact my supervisor at:

[Email]

Off-boarding notification

  • To: (Supervisor email & other stakeholders)

  • Subject: Off-boarding (First_and_Last_Name)

  • Body:

Hello,

I've been asked to off-board:

(First_and_Last_Name)

Accounts?

This user's sensitive accounts have been deactivated or have had their password changed.

Mail?

Their Gmail account is still active here:

For privacy reasons, I have not accessed this user's account to adjust any settings. Settings such as an out-of-office message can be changed by you should you choose to log into their account and visit Settings.

Phone?

I've reset this user's phone portal password and the voicemails are still forwarded to that user's email inbox.

PC/Laptop?

You should be able to log into their ICOM PC/Laptop (in-office) with these credentials:

  • User: ICOM\(first initial + last name)

  • Pass: (same as GMail)

Next steps?

I will diarize a checkpoint for one month in the future. Unless you need more time, I will archive this user's email at that time and change the owner on any Google Docs.

Please return any ICOM computer equipment to Support.

  • QA FiLMS

    • Deactivate their account

  • Demo FiLMS

    • Deactivate their account

    • Remove from sales_films_activity@icomproductions.ca group (Sales team)

  • SmartSheet

    • Email cdupuis@icomproductions.ca to notify her

  • Diarize 1 month check

One month after termination

  • P:Drive:

    • Archive contents to Drive, eg: P:\Users\nmartens\

  • G Suite:

    • Check with supervisor about archiving the account

  • To: (Supervisor email & other stakeholders)

  • Subject: Off-boarding (First_and_Last_Name)

  • Body:

Hello,

After a month, if a hiring manager no longer needs immediate access to an offboarded user's emails, we archive their email, re-own their documents and delete their account. Am I cool to archive?

This is to save some money. Archived emails can be downloaded, if required, but it's a bit slower and less convenient.

  • G Suite:

    • If yes:

        • Archive email using Thunderbird (formerly UpSafe GMail Backup, GMVAULT, now both broken)

          • Ensure the Add-on is enabled: ImportExportTools NG

          • Add account to Thunderbird

          • Right-click All Mail and export as EML format

          • 7-Zip messages folder with Fastest compression

        • Copy archive to the Drive of the admin@reseller.icomproductions.ca account

      • Delete G Suite account, transferring ownership of GDocs to services@icomproductions.ca

      • Move (first initial + last name)@icomproductions.ca folder inside of: My Drive >> _Offboarded User Google Mail & Docs

      • Share folder with supervisor