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MIT Records Management Program: Offboarding

Overview

Leaving your position at MIT? Ensure day-to-day work can continue smoothly after your departure by using this checklist to identify, transfer, and preserve Institute records. Thank you for remembering that all Institute records are the property of MIT and managing them accordingly.

Offboarding Checklist

  1. Determine which records are “active” – still used by your office at least once a year – vs. “inactive” 
  2. Working with your supervisor, determine who should have access to active records and plan to transfer access before your separation date
  3. See the IS&T resource Leaving MIT - What happens to my MIT accounts and services? to familiarize yourself with the deactivation timeline
  4. If you are the owner or administrator of a system or resource used by your office, assign that role to your supervisor (or their designee)
  5. Identify inactive records with enduring value to MIT and transfer them to the Institute Archives
  6. Identify non-records and destroy them
  7. Remember: Do not destroy records that are currently part of – or that you are aware are going to be part of – any legal action or proceeding, litigation, audit, investigation, or review. Any documents - including email - covered by a preservation request must remain accessible until further notice from the Office of the General Counsel
  8. Turn in keys to any physical storage spaces, file cabinets, or desk drawers
  9. If you are your office’s Records Management Liaison, assign that role to your supervisor (or their designee) and notify us
  10. Contact us with questions or to request a consultation