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Offboarding Resource

Device Return and Shared Drive Review After an Employee Leaves

When an employee leaves, device return and shared drive review should happen together. The business needs the physical equipment back and needs to confirm files are still accessible to the right people.

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Why this matters

A laptop can be returned while files remain locked in a personal drive, or files can be transferred while the device return is forgotten. Both create operational and security issues.

Use this resource when

  • An employee used a business laptop, phone, or tablet.
  • Important files may be stored in a personal drive.
  • Shared folders need to be reviewed.
  • You need proof that equipment was returned.

What to review

  • Assigned devices and accessories.
  • Local files stored on the device.
  • OneDrive, Google Drive, SharePoint, or shared drive ownership.
  • Shared folder permissions.
  • Email delegation and shared mailbox access.
  • Return condition and missing equipment.
Step by step

Practical checklist

  1. Confirm the device list assigned to the employee.
  2. Provide return instructions and deadline.
  3. Confirm the device was received and record condition.
  4. Review cloud file ownership and transfer needed files.
  5. Remove the former employee from shared folders and drives.
  6. Document unresolved items and follow-up actions.
Avoid these issues

Common mistakes

  • Collecting the laptop but forgetting chargers or accessories.
  • Deleting an account before transferring files.
  • Not checking shared drive ownership.
  • Not documenting device condition.
  • Letting a former employee remain as file owner.

Need help turning this into a working process?

J3 Systems Group can help build device return procedures and review shared files during employee offboarding.

Schedule a consultation

Related resources

Password Reset Guide After an Employee Leaves

After an employee leaves, password resets may be necessary for shared systems, administrator accounts, vendor portals, and any account where access was not assigned to named users.