When employees leave a position, departments must complete the necessary HR and IT off-boarding processes and take appropriate measures to ensure that University records are identified, retained, and transferred as required. Proper records management during staff transitions helps prevent the loss of institutional information and supports business continuity.
This checklist outlines the key records management activities that should be completed during employee departures and transitions involving unit heads. Corporate Records and Archives is also available to provide guidance and support on records-related matters during these transitions.
Full details and resources are available on the Records Management Off-Boarding Toolkit.
User is leaving the University
Where an employee’s departure is known in advance, departments are expected to plan for the transfer and retention of any required university records as part of the standard offboarding process. This guidance applies to planned departures and not situations where an employee leaves unexpectedly and there is insufficient time to transfer information. In these cases, managers and employees should work together to ensure that required records and data are appropriately retained before departure. As a general principle, ITS will not grant access to another employee’s data when a proper offboarding process could have been followed.
For more information, please refer to the HR Offboarding Information Site.
Off Boarding and Records
Use this checklist to address common records management issues during staff and unit head transitions.