Policy 7230A - Department of Administration

11.2.3.4 Provision New Accounts and Permissions
Once the transferring employees unnecessary accounts/excess
permissions in existing accounts have been removed, new accounts
and permissions can be provisioned:
• Review the role(s) to which the employee has been assigned
and create specified accounts with the indicated privileges.
• Review created accounts and assigned permissions to ensure
they meet the specifications as per the role.
11.2.4. Terminate Employees in a Structured Fashion
Employee termination should include the recovery of all issued materials and
the closing of all established accounts:
11.2.4.1 Revoke Accounts and Eliminate Permissions
The accounts of terminated employees must be revoked to eliminate
the possibility of illicit system access, however the data the
terminated employee may have created must be preserved:
• Review positional role(s) to which the terminated employee
had been assigned and catalogue all accounts and
permissions.
• Revoke access to and eliminate permissions within all
accounts assigned to the terminated employee.
• Assign access with review only privileges for all accounts
assigned to the terminated employee to that employee’s
immediate manager for a pre-defined period of time.
• During this time and at the request of the account assignee,
provide copies of any data originally owned exclusively by the
terminated employee to the account assignee.
• Upon expiry of this time and at the direction of the Human
Resources department of the terminated employee,
permanently delete all accounts of the terminated employee.
11.2.4.2 Conduct Exit Interviews
In order for the organization to understand reasons for a voluntary
departure, and to ensure a terminated employee understands their
ongoing responsibilities, exit interviews must be conducted:
• Interview all employees that leave the organization, whether
voluntarily or not to discuss reasons and ongoing
responsibilities.
• Provide all employees that leave the organization with copies
of any non-compete, non-disclosure or other restrictive
agreement documents that may have been signed and
continue to be valid subsequent to the termination of
employment.
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