Involuntary Separations
Accounts of employees that are removed from office without their consent and are a high security risk e.g.,a firing, must be immediately disabled. The following procedure will be followed in this instance:
- The affected Division/Office human resources personnel upon approval to separate an employee will contact the Office of Information Technology (OIT) immediately and forward the name of the person being removed and will follow with a request in writing to OIT Chief.
- OIT will immediately disable all separated employee accounts and transfer ownership of e-mail account(s). OIT will consult with the division/office liaison to determine ownership of e-mail account(s) and permissions to network and PC files of the separated employee.
Accounts of employees that are removed from office without their consentand are not a security risk e.g.,a layoff, will be disabled using the same procedure as a voluntary separation (see below).
Voluntary Separations
Accounts of employees that are removed from office with their consent e.g., retirement, resignation, or disability,must be disabled but ,because of their low security risk, an immediate response is not required. The following procedure will be followed in this instance:
- The affected Division/Office human resources personnel will contact the Office of Information Technology (OIT) by close of business on the effective date of a voluntary separation and forward the name of the person being separated and will follow with a request in writing to OIT Chief.
- OIT willdisable all separated employee accounts within one working hour of notification. Provision for transfer of e-mail and files should be made at least 2 weeks prior to planned separations. If the separation is unplanned, OIT will consult with the division/office liaison to determine ownership of e-mail account(s) and permissions to network and PC files of the separated employee.
Criminal Investigations
Investigators are required to follow criminal code and rules of evidence. These requirements may necessitate access to user accounts or disabling accounts of employees being investigated. The following procedure will be followed in this instance:
- ODNR Law Enforcement Administrator will notify OIT and follow with a request in writing to OIT Chief, or their designee, the actions required to complete the investigation e.g., access to accounts, disabling of user privileges etc.
- OIT will provide the requested actions immediately on notification.
Administrative Account Management
Managers conducting administrative investigations or maintaining business continuity during an employee’s absence may require access to network accounts or disable user privileges. The following procedure will be followed in these instances:
- Division/Office chief or assistant chief will request in writing from OIT chief or assistant chief access to network accounts specifying the user account, who is designated to have access and the duration of access. OIT will provide access to the division designee within 4 working hours. A technician can be scheduled to assist but the Division/Office will be charged the hourly programming rate for this service.
- Division/Office chief will notify OIT and follow with a request in writing to OIT Chief, or their designee, the need to disablea user’s privileges for any reason. OIT will disable the account immediately on notification.
- Division/Office human resources personnel, upon approval to place an employee on administrative leave, will contact OIT immediately and forward the name of the affected employee and will follow with a request in writing to OIT Chief. OIT will immediately disable allnetwork accounts for that employee. OIT will consult with the division/office liaison to determine ownership of e-mail account(s) and permissions to network and PC files of the employee on administrative leave.
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