After Departure
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Post-departure IT tasks focus on data archival, security verification, and final cleanup. These should be completed within 30 days of the employee’s last day.
Google Workspace Data Archival
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OASIS does not have access to Google Vault at the current Workspace tier. All data archival is performed using Google Takeout from the Admin Console. See Appendix A — Google Workspace Account Suspension & Data Archival for the full procedure.
| Item | Completed By |
|---|
| - [ ] Google Drive data transferred to manager or successor via Admin Console | Dustin / IT |
| - [ ] Google Takeout export initiated for Drive data | Dustin / IT |
| - [ ] Google Takeout export initiated for Gmail data | Dustin / IT |
| - [ ] Takeout exports downloaded and stored to designated offline/archive media | Dustin / IT |
| - [ ] Calendar events transferred or exported if business-critical | Dustin / IT |
| - [ ] Data archival completion confirmed and logged | Dustin / IT |
Security Verification
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| Item | Completed By |
|---|
| - [ ] Obsidian Security reviewed for any lingering alerts tied to departed user | Dustin / IT |
| - [ ] Google Workspace Admin: confirm no active sessions, tokens, or app passwords remain | Dustin / IT |
| - [ ] JumpCloud: confirm device fully wiped and agent removed | Dustin / IT |
| - [ ] Verify no external mail forwarding rules were set prior to suspension | Dustin / IT |
| - [ ] Review Google Workspace login audit for any anomalous access in final 30 days | Dustin / IT |
| - [ ] All shared/service account passwords confirmed rotated | Dustin / IT |
See Appendix D — Obsidian Security Post-Departure Review for the full security review checklist.
Final Cleanup
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| Item | Completed By |
|---|
- [ ] Suspended Google Workspace account confirmed in _former_ naming convention | Dustin / IT |
| - [ ] Returned device wiped, reimaged, and returned to inventory or decommissioned | Dustin / IT |
| - [ ] IT offboarding checklist signed off by IT Director and filed | Dustin / IT |
| - [ ] Offboarding record updated in IT documentation | Dustin / IT |
**Note:** Suspended Google Workspace accounts are retained for a minimum of 90 days after departure to allow for any data recovery needs. After 90 days, the account may be deleted following approval from the Executive Director. See [Appendix B — IT Data Retention Schedule](/docs/processes/staff-offboarding/appendix-b-data-retention/) for full retention periods.
IT Systems Cleanup
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| Item | Completed By |
|---|
| - [ ] All role-specific system accounts deprovisioned (Jira, WP Engine, Rackspace, DirectNIC, etc.) | Dustin / IT |
| - [ ] Salesforce staff contact record updated; departed employee removed from active staff | Cathie / Kelly |
| - [ ] Higher Logic community access revoked | Cathie / Kelly |
| - [ ] GitHub org membership removed or access level reduced | OP Admin (Kelly / Claudia) |
| - [ ] Groups.io memberships removed or transferred | OP Admin (Kelly / Claudia) |
| - [ ] Expensify account deactivated; any open expense reports resolved | Cathie |
HR & Payroll Closeout
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| Item | Completed By |
|---|
| - [ ] Final paycheck issued and confirmed | HR / Insperity |
| - [ ] FTO payout processed (if applicable) | HR / Insperity |
| - [ ] Benefits terminated on correct effective date | HR / Insperity |
| - [ ] COBRA / continuation notice sent within required timeframe | HR / Insperity |
| - [ ] Remote.com offboarding confirmed complete (if applicable) | HR |
| - [ ] Employee removed from FTO tracking spreadsheet | HR |
Communications & Wrap-Up
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| Item | Completed By |
|---|
| - [ ] Departure announcement sent (internal and/or external, as appropriate) | (Interim) ED / Manager |
| - [ ] Website bio and staff listing updated | Content Manager |
| - [ ] Organizational chart updated | Manager / HR |
| - [ ] Relevant team calendar memberships removed | Manager |