Management Responsibilities

Introduction

The purpose of this handbook page is to inform Management level team members of the detailed steps that should be taken when a direct Former Team Member has left Denomas.

Applications

• Google

Definitions

• FTM (Former Team Member) - The team member who is leaving Denomas

Google Offboarding

The process of Google Offboarding has been fully automated. The following steps are important to follow in order to ensure a smooth offboarding process for you and your team members.

Upon Termination Date

1. You will be granted Delegate access to the FTM’s Gmail for the next 90 days.

   • Responsibilities: You will be responsible for ensuring all pertinent emails have been saved and or responded to with a new contact for the inquiry.
     • Instructions: How to use Gmail Delegation

2. You will be granted Delegate access to the FTM’s Google Calendar for the next 90 days

   • Responsibilities: You will be responsible to ensure that all pertinent meetings have been rescheduled with the appropriate team member who is taking the responsibilities of the FTM.
     • Instructions: How to use Google Calendar Delegation

3. You will be granted Editor access to all Google Drive Files of the FTM for the next 90 days.

   • Responsibilities: You will be responsible for ensuring all pertinent documents have been moved into a shared drive if necessary

   Note: All documents from the FTM’s My Drive will be archived in a shared drive that only IT will have access to. In the event that you require a document after they have been archived please submit an Access Request to request the document. - Instructions: How to use Google Drive Editor Access

4. The FTM’s email will remain active for 90 days

   • There is a Vacation Message set for the FTM.
   • Responsibilities: You will be responsible to periodically check the inbox to ensure that all pertinent emails have been responded to or forwarded to the appropriate team member.
     • Instructions: How to use Gmail Delegation

90 Days After Termination Date

1. The FTM’s email will no longer be active.

   • This means that emails sent to the email address or any aliases of the FTM will send a bounce back message to the sender with the following error:

   The email account that you tried to reach does not exist. Please try double-checking the recipient's email address for typos or unnecessary spaces.

2. The FTM’s Google Drive My Drive files will be archived inside a private Google Shared Drive that only IT will have access to.

   • In the event that you require a document after they have been archived please submit an Access Request to request the document.

3. The FTM’s Google Drive will become inaccessible after the archive is complete.

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