Understand How Collaboration Tools Normally Operate
Google’s G Suite automatically removes data belonging to a user when the account is deleted. That data will no longer be available to collaborators, but won’t immediately be deleted from Google’s servers; administrators have 20 days to restore a deleted user and recover their data using the Google Admin Console. After 20 days, the data is no longer recoverable.
Microsoft OneDrive acts similarly, but with a 30-day grace period for admins to restore a deleted user’s account and recover their data.
Box builds in an extra safeguard to prevent the accidental deletion of important files. When Box admins delete a user, they are offered the option to either permanently delete all of the user’s content or transfer that content to another active user.
With those default behaviors in mind, administrators can work with HR teams to develop an orderly process for the transfer of data upon user deprovisioning. Agencies should develop a consistent process for handling the accounts of former employees.
READ MORE: Find out what document management systems are andhow they can help your agency.
Develop a Process for Employee Deprovisioning
Most collaboration services offer the opportunity to mark an account as inactive or disabled. That allows admins to achieve the immediate security objective of cutting off a former employee’s access without deleting their data. It’s a good idea to disable accounts as an intermediate step before deletion.
Admins should also carefully think through who is allowed to access data created by a former employee. It might seem logical to simply transfer all of a former employee’s data to that person’s supervisor, but this could raise significant privacy concerns.