Technology Offboarding

Type of Employee	Reset Password, Suspend User & Move to Inactive OU (Discontinues access to Google, Canva, Notion, Amazon, etc)	Email Forwarding / reply	Email Archive	Calendar Transfer	Drive Transfer	Permanent Deletion
Temporary/Occasional	Immediately	Generic	No	No	No	20 days
Standard Staff	Immediately	20 days	No	No	Supervisor or Replacement	20 days

Temporary or Occasional employees (Fellows, KK workers, Mob)

14 days before end of employment, or ASAP:
- Exiting staff member is sent this process to set expectations and deadlines, and is given instructions on how to download their Google Data using Takeout
Day of:
- Google Account is deleted and moved to Inactive OU:
- Any emails to employee’s old address will receive domain-wide generic Auto response
20 Days after:
- Google account is permanently deleted (including emails, Drive, and calendar events)

14 days before end of employment or ASAP:
- Staff member and supervisor are sent this process to set expectations and deadlines, and is given instructions on how to download their Google Data using Takeout
Day of:
- Google Account is suspended and moved to Inactive OU:
- Google Drive
- Google Group created with employee email
  - Auto response email setup for internal/external
  - Supervisor and replacement are added to group with summaries
- Email archive is downloaded if requested
20 Days after:
- Google account is permanently deleted, as well as group. Auto-response will revert to generic, Domain-wide auto-response