# IT Offboarding Checklist: Protecting Data When Staff Leave

- Link: https://dbr-soft.com/it-offboarding-checklist-protecting-data-when-staff-leave/
- Published: 2026-10-21T17:59:57+00:00
- Author: David Botero

Departing employees, especially those leaving on bad terms, are a security risk.
A consistent process closes the gaps.

**Before the last day**

– **Get notice from HR** with the exit date and circumstances

– **Plan the timing:** for sensitive departures, access may need to end immediately

– **Identify what they own:** shared files, mailboxes, distribution lists, automations,
and vendor accounts

– **Arrange knowledge transfer** to a colleague

**On the last day**

– **Disable the account** (don’t just delete it) and **reset the password**

– **Revoke sessions and sign them out** of all devices

– **Remove MFA methods** and registered devices

– **Disable remote access:** VPN, remote desktop, and other tools

– **Remove from groups, shared mailboxes, and Teams**

– **Recover equipment:** laptop, phone, tablet, badges, keys, tokens, and accessories

– **Wipe or reassign devices** after backing up needed data

**Within days**

– **Forward or delegate email** to the manager for a set period, and add an auto-
reply

– **Transfer ownership** of OneDrive files, SharePoint sites, and shared documents

– **Review third-party apps** and vendor logins tied to the user

– **Change shared passwords** the person knew

– **Remove license assignments** to stop paying for unused seats

– **Update phone systems, directories, and signatures**

**Within weeks**

– **Retain data as required** by policy and law, then delete according to your schedule

– **Review logs** for unusual activity before departure

– **Document completion** for audit purposes

**Personal devices**

If staff used personal phones for work, remove company data and apps through your
mobile management tool.

**Law 25 note**

Handle personal information on departing employees’ accounts carefully, and delete
it when no longer needed.

**Make it automatic**

A standard checklist in your ticketing system and a clear link to HR processes prevent
forgotten steps.

**DBR Soft handles offboarding as part of its managed services.** **[Contact us for more information.](https://dbr-soft.com/contact/)**

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