Why Data Loss Happens When Employees Leave
Data loss does not only occur through malicious intent. In many cases, information is lost because access was never removed or because files were stored in locations outside IT control. That said, intentional data theft does happen, particularly when an employee leaves under challenging circumstances. Understanding the key risks helps you build stronger safeguards.
- Accounts are left active after an employee leaves.
If old accounts remain active, former staff may still access sensitive emails, shared drives, or cloud systems. Even a simple oversight can put confidential business information at risk. Carden IT Services can manage this centrally through structured offboarding and automated account revocation. - Personal devices contain company files or synchronised data.
Employees often work on personal laptops or mobiles, especially in hybrid environments. Without a data wipe or proper remote management, files can remain on personal devices indefinitely. Carden IT Services provides mobile device management so that data is removed cleanly and securely. - Shared passwords remain unchanged.
Shared logins are high risk because they cannot be individually revoked. If these passwords are not updated immediately, former staff could still access critical systems. Carden IT Services can help migrate your organisation to individual, audited accounts and secure password management tools. - Weak offboarding procedures.
Companies without a formal process may forget to disable access to certain systems. A centralised offboarding checklist prevents this. Carden IT Services provides structured, automated offboarding policies for SMEs to prevent gaps in security. - Employees copying files before leaving.
In the weeks before departure, some staff export data from CRMs, download customer lists, or access systems they do not usually use. Carden IT Services can implement real time activity logging so suspicious behaviour is flagged immediately.
Implement a Clear Offboarding Process
A defined offboarding workflow is one of the most important ways to prevent data loss when a member of staff leaves. Clear processes help ensure accounts are closed, data is protected, and no critical steps are missed.
- Revoke Access Immediately
Access to email, file storage, and applications should be removed as soon as employment ends. This is especially important if the departure was unexpected. Through tools such as identity and access management, Carden IT Services can automate account deactivation so no accounts remain open accidentally. - Secure Company Devices
All company-issued devices should be returned and reviewed. Remote management tools allow the business to wipe data securely even if equipment is not returned. Carden IT Services offers device audits and remote wipe capabilities to remove sensitive information safely. - Change Shared Passwords
If your business still relies on shared credentials for older systems, these must be changed immediately. Carden IT Services can help you eliminate shared logins entirely by moving you to secure, modern identity-based authentication.
Adopt Strong Access Control Principles
Strong access control ensures staff only have access to the systems they need. When access is limited, data loss is naturally reduced during offboarding because the departing employee has fewer points of entry.
- Use Role Based Access Control (RBAC).
Assign permissions based on job role rather than individual preference. This standardises access across the organisation and makes it simple to remove all permissions during offboarding. Carden IT Services can configure RBAC for Microsoft 365, cloud applications, and on premises systems. - Enable Multi Factor Authentication.
MFA adds an important layer of protection. Even if a former employee tries to log in using an old password, MFA blocks access. Carden IT Services can set up MFA policies through Microsoft 365 to secure all user accounts. - Centralise Cloud Management.
Cloud platforms can only be secured effectively if managed from a single place. Centralised management allows instant account removal, device sign-out, and licence assignment. Our cloud security services help businesses configure these tools properly and keep accounts under control.
Protect Data Stored in Cloud Platforms
Cloud platforms contain large amounts of business critical data. When an employee leaves, cached sessions or mobile apps can still provide access. This is why cloud account auditing is essential.
- Force sign out of all active sessions.
This removes access even if the employee previously logged in on devices that were not returned. Carden IT Services automates this step during offboarding. - Transfer file ownership to managers.
This ensures important documents are not lost and remain in the business’s control. Carden IT Services handles ownership transfers across Microsoft 365 and other platforms. - Remove access tokens and third party integrations.
Connected apps may still allow login even after a password is changed. Carden IT Services reviews and revokes these integrations to keep accounts secure. - Review activity logs.
Logs highlight unusual activity such as exports, mass downloads, or attempts to access restricted areas. Carden IT Services provides ongoing monitoring so suspicious behaviour can be detected early.
Provide Regular Cybersecurity Awareness Training
Strong ex employee cybersecurity fundamentally relies on staff understanding the role they play. Many risks arise from accidental behaviour rather than deliberate wrongdoing.
- Reduce accidental data leaks.
Employees who know how to use cloud tools correctly are less likely to store files on personal devices or create unapproved backups. Carden IT Services delivers training through our cybersecurity awareness programmes. - Encourage secure practices throughout employment.
When staff already work securely, there is less cleanup required during offboarding. Our training helps businesses embed good habits early. - Ensure staff understand offboarding expectations.
Employees should know which systems must be returned, which data belongs to the business, and what steps to take before leaving. Carden IT Services supports organisations in writing clear policies that outline these expectations.
Monitor User Activity Before and After Departure
Monitoring is essential because most data theft happens shortly before an employee leaves. Modern monitoring tools make it easy to detect suspicious behaviour and respond quickly.
- Identify unusual downloads or file transfers.
Large exports or bulk deletions can indicate an attempt to take or hide data. Carden IT Services provides monitoring solutions that flag these actions immediately. - Watch for unexpected login activity.
Logins from unknown locations or devices can indicate credential misuse. We help set up automated alerts to notify your team instantly. - Detect access to systems the employee does not normally use.
If someone accesses areas outside their usual workflow, this could be a sign of data harvesting. Carden IT Services helps businesses set up behavioural analytics to spot unusual patterns.
A Stronger Way Forward: Build a Proactive Offboarding and Cybersecurity Strategy
Ex-employee cybersecurity is not a single action but an ongoing strategy. With the right systems, training, and monitoring in place, your business can significantly reduce the risk of data loss when staff leave. From centralised identity management and cloud security to automated offboarding and activity monitoring, Carden IT Services helps UK businesses protect their data and stay one step ahead of security threats.
If you want to strengthen your offboarding process or improve your overall cybersecurity, contact Carden IT Services today for a consultation or personalised quote.
