Because of the high turnover in sales at most auto dealerships, the industry is prone to data theft across the board. In business, people get fired, but you can’t let that come back at you. Don’t give a disgruntled ex-employee the ability to communicate with customers, steal contact information or credit card info, or cause severe damage to your infrastructure.
Before you notify a salesperson about termination, you need to:
- Disable Access to Workstations
- Disable Access to the DMS (Dealership Management Software) & Other Accounting Systems
- Disable Access to the Server
- Disable Access to Key Storage Control Systems
- Disable Access to Office (Electronic Keycard or Physical Keys)
- Disable their VPN (Virtual Private Network) for Employees that Work from Home
- Change their Email Password [and Forward Email to Sales Manager]
- Remove Access to Company Social Media
- Verify Computer Doesn’t Have Third-Party Remote Control Software Installed – Unlikely, but a savvy employee can become a disgruntled ex-employee. [A good IT firm blocks these types of apps from ever being installed.]
- Retrieve and Disable Company Owned Phones, Tablets, and Other Equipment
Obviously, technology plays a large part in your employees’ daily lives, so your IT team needs to know when you terminate someone (especially if they have decision-making responsibilities with that IT firm). A good IT firm can take care of all of these steps succinctly while you’re meeting with the salesperson. Afterward, your IT firm will backup and wipe the devices to prepare them for the next hire.
Because you need to retrieve the equipment to protect your investment and data, we do not suggest employees use their own devices at work, known as BYOD [Bring Your Own Device].
BYOD is troublesome because:
- No standardization (and efficiency) of having the same applications, operating system, updates, etc.
- Employee laptops can bring viruses and malware into your network due to not having up-to-date virus protection and updates.
- A bad network port on an employee device can flood the network with spam slowing down the entire company.
- Lack of consistent backups (and potentially backing up company data to a personal account like iCloud).
- Your contract is between the IT firm and your dealership, your IT firm cannot support personal equipment.
- Unable to monitor the equipment for viruses or potential failures (e.g. memory near capacity or warning signs of an imminent crash).
- Legally, IT cannot add software and apps to protect your network and company.
- Not able to retrieve and wipe devices legally.
If your company can not afford or chooses not to provide devices to your employees, we suggest having those employees utilize the guest wireless network. Also, utilizing a cloud-hosted DMS so you can remove the former employee’s access to financials and customer contact info without having to wipe their personal devices.
When it comes to former employees, a good IT firm can protect your company and your network from harm.