1.0
Responsibilities
and Authority - Administrative Services Manager, Information Technology
Department
2.0
Definitions
-
2.1
SMTP
(Internet) - e-mail address
2.2
.pst
- type of archive file used within MS Outlook
3.0
Procedure
-
3.1
HR
will notify IT of employment or contract terminations in writing. Team Management/Supervision
will notify IT of the departure of all interns/volunteers. FCDs are responsible
for the maintenance of the Homes database, which will trigger an automated
notification to IT of a home leaving the Agency. Information will include:
3.1.1
Full
name of terminated person/intern.
3.1.2
Last
date of contract or employment.
3.1.3
Any
special handling required.
3.2
Upon
receipt of termination notice IT staff will do the following:
3.2.1
Set
the network account to expire on the last date of employment or contract or
immediately, as required.
3.2.2
Disable
the account the day after the last date of employment or contract or
immediately, as required.
3.2.3
Move
account's primary SMTP (Internet) address to the supervisor's account.
3.2.3.1 Remove and delete account 90
days after termination.
3.2.4
Move
any extraneous SMTP (Internet) addresses (e.g., info@caredev.org) to
appropriate users. If not known, contact HR for further instruction.
3.2.5
Hide
email account from Exchange address book.
3.2.6
Delete
User's Profile from terminal servers.
3.3
Special
Circumstances
3.3.1
In
the event special circumstances exist, additional precautions will be made.
3.3.1.1 If the user is terminating
under unfriendly conditions particular attention will be paid to verifying all
privileges have been removed effective immediately following the termination.
HR will work with IT in ensuring electronic and physical access has been
removed.
3.3.1.2 If the user is a super-user
or administrator possessing elevated privileges:
3.3.1.2.1 Those privileges will be
identified.
3.3.1.2.2 Passwords/accounts to which
the user had access or knowledge will be changed immediately or at the earliest
practical time.
3.3.1.2.3 Physical access to sensitive
items or locations will be removed.
3.4
On a
monthly basis, IT system administrators will audit all cases of account
terminations, performing the deletions required of 3.2.3.1 and 3.2.7.