I think generally most of us deal with former employees in a few ways. Mostly looking at Office 365 but applies to other accounts as well.
- We entirely delete/close their accounts.
- We keep their account open for a time, likely converting it to a lower license (no full fat installation rights) but disable sign in, change the password. Forward it to their replacement or otherwise provide access to that account and it’s files as directed by supervisor or HR. After some time, perhaps 3-6 months, close it out. Or use Microsofts deletion process which does all these things on a tighter timeline if there is an immediate replacement.
- Other variations of 2 which keep the account disabled for the user, but otherwise maintains user generated company data at least for a time, for one person or a group of people. For example perhaps converting the account to a group email so a group of people can get emails if their responsibilities are being split up amongst more than one person.
I’ve generally done something like 2 or 3 in the past. Closing out a users account entirely is a pretty dramatic action, especially if there are no backups or files retained. However it was brought to my attention that this may not align with what other departments need or want. For instance an example was that things could get sticky from an HR perspective if one person is being given access to another users account. In addition when someone else in our church was checking with other area churches they received consistent responses that when someone on staff leaves, the account is closed out. Fair enough, any training or experience I’ve had has taught me to treat user work accounts like church/company data, but I understand that different organizations may have different takes on this.
I noticed when searching a bit, that it seems like there hasn’t been a best practices or “what we do” discussion about this on here yet. Perhaps, this is because, as I assumed, we all are following best practices that look somewhat similar. However part of following best practices is following policies from HR or other leadership regarding retention of user generated company data and accounts. So as I review potential changes to our staff exit check list, I’m genuinely curious how some of my peers at other churches handle this, both for what we are working through here, and to have a point of comparison if this comes up for any of you in your church.