TechRepublic's Employee Separation Checklist can help you track the constant flow of employees in and out of your organization. Download the form, customize it to fit your organization's needs, and distribute it to department managers. When an employee leaves, their manager will complete the form and submit it to IT.
Turnover is a constant part of corporate life, and IT departments must be prepared to handle the flow of employees through the organization. IT managers must take an active part in the separation process, before, during, and after the event.
A familiar situation
A friend once came to me with a situation that started me thinking about this issue. She works for a growing technology company with about 250 employees. An individual that reported to her had just left, and she needed something from this employee's computer. Unfortunately, neither she nor anyone else in the department knew the employee's password. To make things worse, there was no system in place to inform IT that the employee had ever left.
To resolve this issue, my friend e-mailed IT support about the situation, and they solved the problem. However, several hours of confusion and frustration could have been avoided by having a standard procedure in place for employee separations.
Create a standard procedure
During an employee separation, it's important that everyone involved communicate accurately and effectively. The process begins with a manager contacting IT support either prior to or immediately after an employee's departure. The IT department can then take action to revoke the departing worker's network access, redistribute their computer, and collect any portable devices. To facilitate this process, IT support should have a form that managers complete when an employee leaves the company.
TechRepublic's Employee Separation Checklist
Our Employee Separation Checklist, originally published in 2000 and updated in 2006, allows IT departments to collect valuable information such as:
- Employee Information (name, phone number, location, manager, and so on).
- Separation Status (voluntary, involuntary, date to revoke access, and so on).
- Network Access (network, mainframe, e-mail, and so on).
- Equipment (desktop, laptop, mobile phone, and so on).
The form's final section also allows IT support to track which administrator removes the employee's security access and which technician collects or redistributes the equipment.
Bill Detwiler has nothing to disclose. He doesn't hold investments in the technology companies he covers.
Bill Detwiler is Managing Editor of TechRepublic and Tech Pro Research and the host of Cracking Open, CNET and TechRepublic's popular online show. Prior to joining TechRepublic in 2000, Bill was an IT manager, database administrator, and desktop support specialist in the social research and energy industries. He has bachelor's and master's degrees from the University of Louisville, where he has also lectured on computer crime and crime prevention.