Due to recent events, when an employee is terminated it is important that we block all of the possible access that the previous employee may have. If the employee requires access to their own personal files we could perhaps allow for a supervised access to their old files in order to recover some contact names or personal files. However for the most part this will be rare as any of the information that is present on a company computer is company property. It is not recommended to keep personal files on company accounts and under company logins. If there is a special case brought forward however, only supervised access to the account pre-deletion will be allowed, one time before the employee’s account is deleted for good.

Because of the potential security risks that could entail from having unused company accounts we must be vigilant and make sure that any of these remaining accounts are deleted and amended from our system. Accounts set for immediate review and deletion belong to previous employees who were terminated, laid off or even those who left voluntarily. Making sure any useful company information and reports are saved, please ensure access to the account is terminated without the loss of important company information. By getting rid of old accounts we should also be able to optimize our server space and open up more storage space for the company. This may involve consultation with other departments for verification of documents, but the immediate concern once an employee is no longer with the company, is changing access to the account so they can no longer get into company files.

We should continue to encourage better passwords in the workplace to prevent access to our company files from outsiders and competing companies. Keeping our servers free of security threats is important to the functionality and productivity of our business. It is important that IT can gain access to all accounts for monitoring purposes as well as troubleshooting. Secondly it is very important that employees keep confidential company information to themselves.

It is important that we control the important information within our company and keep it secure. If we all work together to keep this information secure we can maintain our productivity and functionality in the workplace. Thank you very much for your co-operation in this matter.

Your IT Dept.