14.0  Attachment B Employee Termination Form

Employment Termination

E-mail/Network/Security Verification

Please complete the following information and send to Nichole Betthauser prior to employee’s last day of employment.

Employee Name /

Company and Department #

E-mail Address / Term Date
(last day of employment)
E-mail Storage Options (Select One) /
Employee’s retained emails will be stored in Enterprise Vault for one year from termination date. Authorization is required from the department manager and Human Resource department prior to purging the employee’s email account. *Refer to description on right for further clarification.
Grant permission to view (Read Only) employee’s mailbox via Archive Explorer in Outlook for one (1) year from the employee’s termination date.
Employee’s email account will be placed on legal hold and stored in Enterprise Vault. Authorization is required from the Legal department and Human Resource department prior to purging the employee’s email account from Enterprise Vault. / *Employee’s email will continue to receive incoming emails for 14 days from their termination date and Enterprise Vault will archive all incoming emails on a daily basis (however, account is disabled, so termed employee cannot access). It is the department’s responsibility to monitor emails during the 14 days and provide the appropriate responses to internal/external customers. After 14 days, the employee’s email address will be removed from the employee’s user account and incoming emails will no longer be received.
Archived emails will remain in Enterprise Vault for one (1) year from the employee’s termination date and can be viewed by an authorized individual via Archive Explorer in Outlook.
Existing or intervening legal holds take precedence and will supersede identified timeframes listed herein.
**Human Resources and Security Manager approval is required for unique circumstances, above and beyond what is listed on this form.
Network Options (Select One) / Completion Date: OS Rep:
Grant Permission to User’s Folder
Yes No
Grant permission to view (Read Only) employee’s user folder for sixty (60) days from term date. *Refer to description on right for further clarification. / Network access will be disabled on employee’s termination date.
*Employee’s user folder (U:) will be stored for one (1) year from the employee’s termination date and an authorized individual can be granted Read Only access to the folder for sixty (60) days (authorized individual can copy and paste files).
The employee’s user folder (U:) will be purged one (1) year from termination date.
Existing or intervening legal holds take precedence and will supersede identified timeframes listed herein.
Physical Security
Company property must be collected on termination date by manager/supervisor. Manager/Supervisor’s initials are needed for applicable company property, once collected.
/ Access Cards (prox card/id badge):
FOB (if applicable):
Cell Phone/Blackberry (if applicable):
PC/Laptop/MAC
Image and scrub pc, then return pc to department
Do not image/scrub pc (additional authorization required)*
Contact Help Desk if scrubbing/re-assigning of pc is needed
/ Swipe/Prox card access will be removed on employee’s termination date.
*If pc does not require imaging/scrubbing, additional authorization is needed:
______
(Manager Signature) (VP Signature)
______
(Legal Dept Signature) (HR Signature)
MANAGER SIGNATURE: / DATE:


Employee Record Review (one year from termination date): Purge Records: Yes No

HR Rep: ______Date: ______Dept Mgr: ______Date: ______
Legal Dept (if applicable): ______Date: ______