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  1. Addressing Common Separations in the Offboarding Process

    Pink_SlipBy: Curtis Weldon, Knowledge Manager, Onboarding

    I always seem to be fascinated by the news that comes out of North Korea.  If you haven’t been paying attention to the latest headlines, the leader, Kim Jong Un seems to have gone missing and has not been seen for over a month.  A highly unusual take on events for North Korea.  Some reports say he may have had surgery on both ankles while other news say he might be dead.  The great mystery gets deeper and even more interesting (well, at least to me).  Several of his high raking government officials even sent out a message for talks with their neighbor to the South and with the United Nations.  As a die-hard X-files fan I’m rather interested in conspiracy theories.  While I doubt Kim Jong Un was abducted by aliens, in actuality perhaps he was Offboarded by his own government.  Well, if he wasn’t perhaps the other leaders of the country are considering the option.

    Offboarding is actually an effective business tool to assist management with departing employees.  Many companies do the Onboarding and employee engagement well.  But most companies forget and overlook the elements with separations.  Separations can open up to terminations, retirements, and layoffs.

    In the process of separations companies often forget to de-provision all necessary levels of various system’s access.  We all know that we have a ton of passwords to do our daily jobs.  But do all those systems get touched by IT when an employee leaves?  Offboarding can help keep a company’s data secure and that can save an organization millions of dollars.  Strict steps in the de-provisioning process are becoming common place in the light of Target’s data breach and even Dairy Queen (soft serve, who knew?).  So, if Kim Jong Un was indeed Offboarded by his own government let’s they should now know where to send his last pay check and are able to disable is launch codes.

    Of course, Offboarding can do so much more.  Type of functionality often includes automatically delivering notifications regarding final payout, vacation, and even COBRA notices.  Capture any changes in personal information for the exiting employee like change of mailing address and or name changes.

    So far, so good, right?  Here are some other items we can’t forget when an employee is departing.

    • Termination of system access. Lock the individual out.
    • Review Non-Disclosure or Security agreements.
    • Inventory all items issued to the individual and remove any client data from electronic devises.
    • Conduct exit interviews. In regards to individuals terminated for cause, the exit interview may end up being pro-forma.  But for those who have been lured away by a competitor, the exit interview can be invaluable.
    • Acquire an attestation from the individual which stipulates that they have returned all intellectual property of their employer.

    While considering your internal practices for departing employees take a list of everything that needs to occur to make the process smooth for both internal employees (IT, HR, Hiring Manager) and for the recently departed as well.  While there is always a lot to do, can you make it easier, smoother, better functioning with enhanced communication for all involved departments?

    In sum, investing your time and energy on those who are departing the company will enable a large scale security win and markedly reduce the likelihood a former employee or individual will retain access to the detriment of the employer.

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