New procedure
New procedure ensures secure deletion of data when employees leave
As part of the work to strengthen data security and ensure correct handling of user accounts, SDU is implementing a new, standardised offboarding process that includes automatic deletion and transfer of data when an employee leaves the organisation.
What does the automatic offboarding process involve?
When an employee leaves, an automated process is initiated, which includes:
- Removal of sharing links and access rights
- Deactivation of the user account after a defined period
- Review of data such as emails, OneDrive, and Teams files
- Management receives clear instruction and an overview of the employee's digital assets.
The goal is to protect sensitive data, prevent data loss, and ensure a smooth transition for the team.
View the current offboarding email to the manager and the employee (PDF)
When the employee resigns the position
14 days before the leaving, the employee will be informed about:
- How best to share and store necessary files
- When access to the account and data will be closed
- What is automatically deleted and when.
An attached overview of the employee's digital assets is included, so it's easy to decide what should be handed over.
Are you the manager of an employee who is leaving?
One month before an employee leaves, you as a manager will receive an email with an overview and specific action points. You will need to:
- Decide whether the employee's account should be extended by 0, 30 or 90 days
- Transfer ownership of relevant Teams and SharePoint sites
- Ensure that important knowledge is shared or stored.
If you need a longer extension, you can choose up to 2 years via User Administration.
Questions?
If you have any questions about the new procedure, please contact Servicedesk or call 6550 2990.
The new offboarding process applies from 12 June 2025.