Leavers Policy - Sign Solutions v2 011221

Leavers Policy Contents Contents............................................................................................................................................................................ 1 1 Leavers Policy............................................................................................................................................................ 2 1.1 Outline............................................................................................................................................................... 2 1.2 Employee Responsibilities................................................................................................................................. 2 1.3 Business Responsibilities................................................................................................................................... 2 1.4 Compliance........................................................................................................................................................ 3 1.5 Leavers Checklist............................................................................................................................................... 3 1.5.1 Return of company property .................................................................................................................... 3 1.5.2 Destruction of Data................................................................................................................................... 3 01.31.05.2020

1 Leavers Policy 1.1 Outline The leaver’s policy enforced to ensure that all intellectual property held by employees is returned prior to the termination of employment. The policy is used as a standard procedure to reclaim any business assets including business devices, documents or other property. 1.2 Employee Responsibilities Prior to the employee leaving: • Inform the Agency Manager or Managing Director that they are leaving their position; • Ensure that any personal information stored on themselves is up-to-date; • Transfer mailbox to be covered by another staff member in the same department After the employee has left: • Remove from Web Eden staff intranet group • Remove from Quick Books, Interpreter Intelligence and change O365 login credentials • Remove office keys and alter alarm code/key pad locks/safe • Change user login details to all systems in including their PC. • Remove access and authority to online systems such as call recordings, banking, website admin etc. • Return any business property. This includes, but is not limited to: o Mobile devices; o Laptops; o Tablets; o Paper-based documentation; o USB Devices; o Files/presentations 1.3 Business Responsibilities Prior to the employee leaving: • Ensure that the employee has submitted their intentions in writing; • Return all business items as seen in section 1.5 Leavers Checklist; • Debrief the employee on post-employment responsibilities, such as competition clause and confidentiality agreement signed at start of employment. After the employee has left: • Revoke access from any shared drives (e.g. R-Drive); • Disable the user account under Active Directory; • Revoke any identification badges (including security IDs); 01.31.05.2020

• Revoke access from any specific applications or services (e.g. FTP, configuration portals); • Change credentials of any revoked accounts to deny access from dismissed employees • Revoke any business-related property. This includes, but is not limited to: o Laptops; o Mobile devices; o Tablets; o Paper-based documentation; o USB devices; Sign Solutions User Assets (e.g. laptops or Desktop PCs) will be returned to Sign Solutions administrator by users upon termination of employment or when access to the system is no longer required. The administrator will update the Physical Asset Register to reflect any changes made to the device and its owner(s). If assets do not meet appropriate standards, the laptop or Desktop PC will undergo a full re-build. All User profiles and User data will be removed prior to being reissued. 1.4 Compliance Any employees found to be breaking the terms of this policy will have their access rights limited and, in more serious consequences, have their employment terminated. 1.5 Leavers Checklist 1.5.1 Return of company property Item Employee Date Completed Office Keys Company Laptop ETC 1.5.2 Destruction of Data Employee Date Completed Item If you have any queries about this privacy and cookies policy, please contact Clare Vale – Managing Director. [email protected]. 0843 178 0783. Sign Solutions, Unit 1, Rectory Court, Old Rectory Lane, Alvechurch, Birmingham B48 7SX. 01.31.05.2020