Departure Gate: 5 Essential Steps for a Secure Employee Off-Boarding Process

Before boarding a flight recently, looking up at the departure sign in the airport terminal made me think about the similarities of the employee off-boarding process to flight departures.

When an employee decides to move on from the company, it marks a significant transition that requires careful management to ensure security and continuity for both parties. Just as preparing for a flight involves a checklist of essential steps, so too does the process of employee off-boarding, especially concerning information security.

Here’s how you can manage your organisation's employee off-boarding process effectively, drawing parallels to the careful preparation needed before the employee departs and takes off:

1. Access Control: Clearing the Gates

Much like ensuring you have the right boarding pass and ID to access the departure gate, controlling access is paramount in off-boarding. Immediately revoking access to all systems, networks, cloud applications, and physical premises that the departing employee had access to prevents unauthorised entry and potential data breaches, safeguarding sensitive company information.

2. Device Management: Collecting and Securing Belongings

Just as you gather your personal belongings before boarding a plane, its crucial to collect all company-issued devices from the departing employee. This includes laptops, mobile phones, tablets, fob keys/ smart cards, and any storage devices like USB drives. Ensure all data on these devices is securely backed up, transferred to relevant team members, or safely wiped to prevent data leaks.

3. Data Protection: Safeguarding Valuables

Securing data is akin to protecting valuable possessions while traveling. Review and manage any sensitive information or intellectual property the departing employee had access to. Ensure all data transfers are conducted securely and that copies are removed from personal devices to mitigate the risk of unauthorised access.

4. Account Management: Updating Travel Itinerary

Managing accounts post-departure is crucial, much like updating your travel itinerary. Disable or transfer all accounts associated with the departing employee, including email accounts, cloud services, and software licenses. Update passwords (especially shared passwords) and access credentials promptly to maintain security and prevent unauthorised use.

5. Security Review: Ensuring a Safe Journey

Just as airlines conduct security checks before departure, organisations should conduct a thorough security review post-off-boarding. Audit access logs, review security protocols, and address any vulnerabilities associated with the departing employee to fortify defenses and maintain the integrity of systems and networks.

Conclusion

Managing employee off-boarding with a focus on information security is about meeting compliance such as privacy laws like the OAIC Australian Privacy Principles (APP) and General Data Protection Requirements (GDPR); it’s also about safeguarding the company’s assets and reputation. By following a structured checklist akin to preparing for a flight, organisations can ensure a smooth transition, minimise risks, and uphold data protection standards.

In conclusion, just as airports and airlines meticulously manage departures to ensure safety and efficiency, organisations must similarly prioritise information security in their employee off-boarding process. By treating employee departures with the same care and attention as preparing for a flight, businesses can protect their assets, maintain operational continuity, and uphold their commitment to data privacy and security.

Does your organisation have a secure employee off-boarding process? If you need guidance, please reach out to our Hyplon Security team and join our waitlist. We only take on a limited number of clients at a time as we believe in providing personalised attention and quality over quantity.