Securely Managing Employee Turn Over

Summary

This article describes how to handle employee turn over for security purposes and how to effectively maintain auditing data on previous users.

There are numerous approaches to handling old / expired users in your EngageIP installation, the first key step is to prevent them from being able to log in. Steps and recommendations can be found below.

Note: you cannot fully delete a user from EngageIP (nor is that approach desirable), having the user persist means that logging details, payment data, and additional activities that are linked to the user will remain in the system providing an audit trail should you need to track user activity.

Recommended Steps

Disable the User/Account
1. Search for the User
2. Access the Tools tab and click on the Status link, or on the left sidebar click on the link next to
Status
3.Select the appropriate Disabled status
Change the password
1. Load the User/Account
2. Click the Tools tab
3. Click on Password (changing the password adds an extra level of security in case for some reason
the account is mistakenly re-enabled)
Finally, follow any company internal procedures for reconciliation, write offs, data purging etc.

Extra Security Options

Change the account role to an archived role, i.e. Role name: 'Archived Users' (useful for reporting purposes)
Cancel any child accounts under the old User manually and change all child account passwords

LogiSense recommends that in addition to the steps above a 'best practices' document should be created for dealing with accounts so a secure standard exists for administrators to follow.