When an employee leaves your business but still has access to their Microsoft 365 email account, it means they can continue to read, send, or delete emails and access any files stored in connected services like OneDrive or SharePoint. This situation poses a significant risk because former staff should no longer have access to your company's communications or sensitive information.
Why this matters for UK SMEs
Allowing a leaver to retain access can lead to data breaches, loss of confidential information, or even deliberate sabotage. For example, a disgruntled ex-employee might send misleading emails to clients or delete important documents, disrupting your operations and damaging your reputation. From a compliance perspective, retaining access violates UK GDPR and the Data Protection Act 2018 principles, which require strict control over who can access personal data. This could attract scrutiny from the Information Commissioner's Office (ICO) and impact your audit readiness for standards like Cyber Essentials or ISO 27001.
A typical scenario
Consider a UK SME with around 50 staff. When a member of the sales team leaves, the IT administrator forgets to disable their Microsoft 365 account. A week later, the former employee still receives internal emails and client enquiries, potentially exposing sensitive sales strategies and customer data. A good IT partner would have automated offboarding procedures to promptly disable access and archive the user's data securely. They might also review audit logs to check for any unusual activity during the period of continued access.
Practical checklist: What you can do now
- Review your offboarding process: Ensure that disabling Microsoft 365 accounts is a mandatory step when staff leave.
- Ask your IT provider: How quickly do they revoke access to Microsoft 365 after a leaver? Do they have automated workflows?
- Check access controls: Regularly audit active Microsoft 365 accounts to spot any users who should no longer have access.
- Implement Multi-Factor Authentication (MFA): This adds an extra layer of security, reducing the risk if credentials are compromised.
- Backup important data: Ensure emails and files are backed up before disabling accounts, to avoid data loss and support compliance.
- Monitor audit logs: Review Microsoft 365 sign-in and activity logs for any unusual access patterns.
- Review supplier security policies: If you use external IT support, confirm they follow best practices for user lifecycle management.
Managing access for leavers is a critical part of maintaining your business's security, productivity, and compliance. If you're unsure about your current processes or want to improve them, it's sensible to speak with a trusted managed IT provider or IT advisor. They can help you establish clear policies and controls tailored to your business size and sector.