When an employee leaves a company, whether voluntarily or not, the offboarding process should involve more than just an exit interview and collecting a keycard. One of the most important (yet often overlooked) steps is promptly removing the former employee’s access to company systems. Failing to do so creates serious cybersecurity risks and can leave your organization vulnerable to both external attacks and internal threats.
The Hidden Dangers of Inactive Accounts
Leaving old user accounts active on your network may seem harmless at first glance, especially if the employee left on good terms. But in the world of cybersecurity, any unsecured access point is a potential vulnerability. Here’s why:
1. Entry Point for Hackers
Cybercriminals often scan for orphaned or unused accounts to exploit. These accounts are frequently overlooked in regular security audits and may not have up-to-date security measures like multi-factor authentication (MFA) or strong password requirements. Once a hacker gains access, they can move laterally within your network, potentially accessing sensitive data or injecting malware.
In 2021, the Colonial Pipeline Company suffered a significant ransomware attack that led to widespread fuel shortages across the Eastern United States. That breach was traced back to an inactive VPN account that lacked MFA.
2. Insider Threats from Disgruntled Employees
Not all departures go smoothly. If access isn’t terminated immediately, a disgruntled former employee may use their credentials to sabotage systems, steal proprietary information, or leak confidential data. Even if their intentions aren’t malicious, retaining access to company platforms or documents poses unnecessary risk.
3. Compliance and Legal Exposure
Many industries have strict compliance requirements—such as HIPAA, GDPR, or FINRA—that mandate secure access controls and data protection protocols. Failing to revoke access for former employees could result in a compliance violation, which may lead to hefty fines, audits, or reputational damage.
4. Accidental Exposure
Even in cases where former employees don’t act maliciously, keeping their access active can lead to accidental data leaks. For example, if an old email account is still receiving sensitive communications or is used as a recovery method for cloud applications, your business data could inadvertently be exposed.
Best Practices for Offboarding Employees Securely
To mitigate the risks associated with inactive user accounts, companies should implement a consistent and thorough offboarding process. Here’s how to do it right:
1. Create a Standardized Offboarding Checklist
Having a formal checklist ensures that no critical step is missed. This should include collecting company property, revoking access to all systems and tools, and updating internal documentation.
Your checklist should cover:
- Email accounts (Microsoft 365, Gmail, etc.)
- VPN credentials
- Cloud platforms (Dropbox, Google Drive, OneDrive)
- SaaS tools (CRM, project management platforms, etc.)
- Remote access tools (RDP, Citrix, etc.)
- Physical access (badges, keys, office entry codes)
2. Disable Accounts Immediately
Ideally, access should be disabled the moment an employee leaves—especially in cases of involuntary termination. Use identity and access management (IAM) tools to streamline this process and ensure nothing is missed.
3. Remove or Reassign Licenses
Inactive accounts may still be consuming expensive software licenses. Reclaiming those licenses for new hires or removing them altogether can also help reduce unnecessary costs.
4. Archive Critical Data
Before removing accounts, be sure to archive any important files or communications the employee may have had. Emails, project files, and documentation should be reviewed and either stored securely or transferred to a relevant team member.
5. Update Shared Credentials
If your organization (hopefully not!) uses shared passwords for team tools or accounts, those should be updated immediately. Better yet, adopt a password management system that limits access and logs usage.
6. Notify the Team
Let relevant departments and teams know about the employee’s departure and confirm that access has been revoked. This avoids confusion and prevents others from unintentionally sharing sensitive information with a deactivated account.
Additional Tips to Strengthen Your Offboarding Process
Even with a solid offboarding checklist in place, there’s always room to tighten your security posture. These additional tips can help you build a more resilient and foolproof offboarding process.
Automate Where Possible
Invest in automated offboarding tools or workflows that integrate with your HR system. Automation reduces human error and speeds up the process, which is crucial for fast-paced environments.
Conduct Regular Access Reviews
Set a quarterly or biannual schedule to review user accounts and permissions. This helps catch any inactive users that may have slipped through the cracks.
Don’t Forget Third-Party Vendors
Former contractors, freelancers, and consultants often retain access longer than they should. Make sure their offboarding process is just as strict as that of full-time employees.
Protecting Your Business Starts with Smart Offboarding
Neglecting to remove old users from your network is like leaving the back door wide open to your house. Whether it’s a hacker looking for a foothold or a former employee with a grudge, inactive accounts present unnecessary—and avoidable—risk.
With a clear offboarding strategy and a little vigilance, you can significantly reduce your organization’s exposure and better protect your systems, data, and people.