Leavers are one of the most common sources of forgotten access. Most people leave on good terms, but accounts that outlast their purpose are a risk whatever the circumstances. A short checklist makes this routine.

Before they go

  • Ask them to move working files out of personal locations and into shared folders.
  • Find out which suppliers or customers have received links from them.
  • Hand over ownership of anything only they manage.

On their last day

  • Remove them from each shared workspace.
  • Revoke any sharing links that are no longer needed.
  • Change any shared passwords they knew, and consider replacing shared logins with individual accounts.
  • Follow your wider IT process for email and other systems.

In the following week

  • Check that shared files are where they should be.
  • Tell regular contacts who to speak to now.
  • Update your internal contact list and documentation.

This article offers general good practice rather than legal or HR advice. Check your own policies and contractual obligations.