Account management procedures for separating employees

Owned by Justin Fleming, created
Last updated: Dec 01, 2022

These are the IT-related procedures and best practices for separating employees, who are either retiring or leaving the employment of NCSSM.

 Data management procedures

ITS strongly recommends that all institutional data live in Google Drive, either in a Shared drive (preferred for shared data), shared by department and division members, or an individual’s own My Drive (preferred for files only that user needs access to). When an employee separates from NCSSM, please keep the following in mind regarding the migration of that employee’s data:

  1. Data in Google Shared drives aren’t owned by any specific person. All these documents and other files are collectively the property of the drive’s members, so no action is required as long as there is at least one remaining Content Manager

  2. Data in a Google My Drive won’t go away, but the departing employee might want to either transfer these files all into a Shared drive or give ownership to someone who will continue to be at NCSSM. It’s probably better if the departing employee does this, if possible, but if not, ITS can always change the ownership of the files after the fact

    1. The first option is that ITS can transfer ownership of all My Drive files from the separated staff member to their supervisor’s My Drive, with written permission by the second level supervisor for their department or division (The second level supervisor should open an ITS ticket to provide this approval)

    2. The second option is that ITS can selectively transfer individual files and folders to a Shared drive of the supervisor’s choosing--again, written permission from the second level supervisor is needed

  3. Data stored on an employee’s NCSSM-owned and managed device, such as a laptop that they have been issued, will be wiped and re-imaged, either for redeployment of that device or, if it is beyond its usable lifespan, for surplus. Please be sure that prior to an employees' separation from NCSSM, that all local data is transferred to Google Drive. ITS will be happy to assist in this migration process.

Self migration of data to a personal Google Drive or export

NCSSM employees, students, families, and anyone with an institutional Google account can elect to either migrate or export data from their NCSSM account to a personal Google Drive or a local archive. This instructions are available here: