What follows is the checklist for what needs to be done on employee machines before they leave the Institute to help facilitate transitions between old and new employees.
As always, if you're not confident or sure how to do this yourself, please please PLEASE contact us. It is absolutely critical that these things be done correctly and while the user with all the passwords is still working here or there will be delays in processing the data for the new employee.
One week before departure up until the penultimate day:
- Move all work-related email folders and emails in your Exchange account (username@mit.edu or username@exchange.mit.edu) to the local "On My Mac" section on the left column list in Apple Mail. All emails placed on "On My Mac" are local to the machine and will enable us to easily migrate these emails from your Mac account to the new employee's account. This means that they're no longer in your Exchange email and will reside only on the Mac. Their presence in this location makes it easy for us to grab the folders and emails and copy them to a new user account for set up in the new employee's email.
- Create a folder on your Mac's Desktop called "Files To New Employee" and put any and all files/or folders you would like your replacement to have into that folder.
- Document for the new employee all steps to any programs you use, especially to server volumes and databases.
On the LAST DAY:
- Write all usernames and passwords on paper for your
- computer account login
- area gmail (or other third party non-MIT Exchange) calendar
- database access
- file server access
- Do not give out your MIT Kerberos password.
- Give a copy of the list of passwords in 1 to your supervisor as well as the new employee (if they need it).
- Run a final backup of your machine if you're using Time Machine or Windows Backup.
- Log into owa.mit.edu and set your auto-responder to let anyone who emails you know that you have left the position and who they should contact going forward.