New procedure
New procedure ensures secure deletion of data upon employee offboarding
As part of efforts to enhance data security and ensure proper handling of user accounts, SDU is implementing a new, standardized IT offboarding process, which includes automatic data deletion when an employee leaves. The manager and employee are responsible for ensuring that data is transferred prior to the employee’s departure.
What does the automatic IT offboarding process entail?
When an employee leaves, a process automatically starts where:
- The manager and employee receive clear instructions and an overview of the employee's digital assets before departure.
- The user account is deactivated upon departure.
- Sharing links and access rights to OneDrive are removed 30 days after departure.
- User account and data on OneDrive and mailbox are deleted 6 months after departure.
The goal is to protect sensitive data, prevent information loss, and ensure a smooth transition for the team.
When the employee leaves their position
Information for the manager and access management secretary of a departing employee
1.5 months before an employee leaves, the manager and access management secretary receive an email with an overview and specific action points. You must, among other things:
- Agree on who will take over ownership of any Teams or SharePoint sites.
- Important files on OneDrive must be archived and/or moved to shared Teams or SharePoint sites.
- Important emails are saved and/or archived.
- Decide whether the user account should remain active for a period after departure.
If you need an extension beyond 90 days, the access management secretary can do this (up to 2 years) via SDU User Administration (CRM).
See the current offboarding email to the manager and access management secretary (pdf).
Information for the employee
14 days before termination, the employee receives information about,
- how important data should be transferred
- 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, making it easy to decide what should be transferred.
See the current offboarding email to the employee (pdf).
Do you have questions?
For questions regarding the new procedure, contact Servicedesk or call 6550 2990.
The new IT offboarding process is effective from June 12, 2025.