Introduction
Customer data is one of a company’s most valuable assets. When employees who have access to sensitive customer information leave a company, there can be risks of data theft or exposure. Companies need to take steps to protect customer data during employee transitions. Here are 6 key ways for companies to protect customer data when employees leave:
Revoke Access Immediately
The moment an employee resignation is received, IT teams should revoke access to all company systems and accounts. This includes:
- Email, cloud storage, servers
- CRM, databases
- Administrative access to systems
Access should be removed as soon as possible to prevent any unauthorized use. Some systems may need to be monitored to ensure no downloads or exports occur after notice is given.
Conduct Thorough Offboarding
HR and IT should collaborate closely on comprehensive offboarding procedures. This ensures no access gaps are left when an employee leaves. Offboarding should include:
- Collection of all company-issued devices and assets – Laptops, phones, tablets, keycards. Remote wipe mobile devices.
- Termination of software licenses and application access tied to the employee
- Password resets on remaining shared accounts
Following standard offboarding checklists helps facilitate smooth transitions.
Transfer Ownership of Critical Data
Employees often have ownership over key databases, accounts, or files. When they leave, ownership should transfer to appropriate team members.
- Identify databases, accounts, drives owned by departing employee
- Designate new owners from relevant teams
- Transfer ownership and communicate changes
This maintains continuity of responsibility for critical assets.
Review Access Logs
Conduct reviews of access logs for systems the departing employee used – such as databases or CRM.
- Check for suspicious access spikes near departure
- Monitor for unauthorized exports
- Cross-check activity with standard job functions
Proactively monitoring logs enables identifying and responding to any potential unauthorized access attempts.
Remind Staff About Data Policies
Use employee departures as reminders to staff about data policies. Send out communications about:
- Proper data handling procedures
- Restrictions on external sharing
- Disciplinary consequences for policy violations
Periodic reminders about data policies improve compliance and reduces risk.
Consult Legal Counsel
For employees with significant data access, consult legal counsel. Lawyers can provide guidance on:
- Legal notification requirements
- Severance negotiations
- Allowances for post-departure assistance
Getting legal advice protects companies from potential liability involving data and employees.
Conclusion
Losing control of customer data during employee exits can carry big risks. Companies can reduce their exposure by taking proactive steps for access revocation, monitoring, policy enforcement, and legal guidance. Safeguarding data should be central to every offboarding plan. With proper precautions, companies can securely transition employee departures while keeping customer data protected.
