IT and HR leaders are responsible for ensuring a smooth off-boarding process for employees, yet the handling of file ownership and access often falls through the cracks.
There are three key challenges when offboarding an employee:
- Confusion over file ownership
When an employee leaves the company, their files are typically transferred to IT or HR personnel who may not fully understand the content or importance of these documents. This can lead to confusion and potential loss of critical information.
- Unauthorized access
A common issue arises when the offboarded employee's files remain accessible to external sources, even when such access is no longer necessary or appropriate. This often occurs because the employee who was best equipped to manage these permissions and understand when to revoke them has now left the company. Consequently, these external entities continue to have access to sensitive company data, possibly leading to security risks and unauthorized use of information.
- Loss of internal resources
If an offboarded employee's files are deleted rather than unshared, the company loses potentially valuable resources and historical records. These could be vital for future projects or reference points.
Tricent identifies the off-boarded user as the owner of the files, ensuring that all relevant information is preserved. This prevents any confusion over file contents and maintains the continuity of project data.
Tricent also allows you to unshare all files that the offboarded employee has been sharing with external sources, without deleting them internally. This ensures that unauthorized access is prevented while preserving important internal resources.
See how you do that with Tricent for Google Workspace