<\/p>\n
You have decided to leave your job and now it\u2019s time to turn in your devices. But what should you do first? Grab all your personal documents and delete them? <\/p>\n
Do a factory reset to ensure none of your personal data gets left behind? Or do you turn the devices back in as they are, with your two-year-old\u2019s photos and medical documents in tow?<\/p>\n
These are common questions workers face as they switch jobs, which became increasingly popular during the Great Resignation. And it\u2019s become particularly tricky as many workers\u2019 professional and personal lives \u2013 and their corresponding data \u2013 have become intertwined during the pandemic with new flexible working styles. <\/p>\n
But properly navigating how to keep track of what\u2019s yours, what\u2019s not and how best to transfer your data might be the difference between an uneventful departure and one that could spur internal investigations or even civil or criminal charges.<\/p>\n
\u201cWith the increase of people working remotely and more geographically dispersed because of Covid, this comes up all the time,\u201d said Mark Neuberger, a labour and employment lawyer at Wisconsin firm Foley & Lardner. \u201cIt\u2019s a significant issue for both employers and employees.\u201d<\/p>\n
But don\u2019t fret. Workplace security, software and legal experts have offered us advice to help you through this transition. Before we dive in, I\u2019d like to remind you that the Help Desk is here for you. We want to hear about your toughest workplace tech challenges and curiosities. Drop us a line and we\u2019ll do our best to find answers for you.<\/p>\n
That said, let\u2019s get down to business.<\/p>\n
Q: What should I do and avoid before returning my company laptop or mobile device?<\/strong><\/p>\n A: To make your life easier upon exiting, experts say it\u2019s best to get ahead of the problem rather than spending your last days frantically trying to figure out what\u2019s where and whether something belongs to you. <\/p>\n The three best ways to do this are to keep as much of your personal documents, photos and files off company devices or alternatively in one place, like a folder on your laptop, so you can easily find your data. <\/p>\n Make sure you know your company\u2019s rules, and be transparent with your employer about what you\u2019ll be taking with you. But beware: Some things you think you own might be disputed by the company as its property.<\/p>\n \u201cThe safest, most conservative thing to do is to go to your employer first and not take anything off company owned devices that the employer doesn\u2019t consent to,\u201d said Mike Kasdan, a partner who focuses on intellectual property law at Connecticut law firm Wiggin and Dana. <\/p>\n \u201cBut you should also have a broader concept of what (might be considered) trade secrets. It gets into financial information and customer and supplier information.\u201d<\/p>\n Transferring contacts\/data: A list of contacts could be viewed as a client list to your company, which may be considered proprietary information that can\u2019t leave the company. It\u2019s always best to check with your employer before exporting your contacts from Outlook, Gmail or your smartphone. <\/p>\n (Look for \u2018export\u2019 in Gmail and Outlook to transfer contacts to a CSV file, which can easily be imported to another device. You can also export email and calendar items. Both Android devices and iPhones allow you to either export contacts or directly transfer contacts to some devices.)<\/p>\n The same can be true for seemingly innocent transfers of data. For example, you might want to take a presentation you would like to use as a template for the future. But if that presentation has private company information in it, you could get into hot water. The same is true for casual emails you might want to keep or calendar entries that may include sensitive information.<\/p>\n \u201cThat\u2019s one of the easiest ways to get into a lot of trouble,\u201d said Dan Wilson, a director analyst, who covers the digital workplace for Gartner. \u201cSo make sure to fully understand the context and content of the data.\u201d<\/p>\n Even if you are taking what you consider indisputably yours \u2013 perhaps you have personal medical documents or family photos on your devices \u2013 if you\u2019re moving large amounts of data around, deleting and exporting, you could trigger company monitoring systems. <\/p>\n Wilson said some companies monitored movement of data of employees who might have access to valuable information, were disgruntled or were headed to a competitor. Large amounts of data movement could signal an unauthorised transfer even if it\u2019s not nefarious.<\/p>\n \u201cYou\u2019re better off getting someone to agree to remove that data, whether it\u2019s HR or a supervisor,\u201d Wilson said.<\/p>\n Search for data: Workers commonly forget where they may have personal data stored, even if they\u2019re making their best efforts to keep it together. For example, you might have downloaded personal files and left them in the \u201cdownloads\u201d folder on your laptop or the \u201cfiles\u201d folder on your iPhone. There might be photos in your WhatsApp or text messages. <\/p>\n Make sure you check all apps and folders where you may have unintentionally stored personal items, said Mark Ostrowski, the head of engineering at cybersecurity software firm Check Point.<\/p>\n Deleting items and logins: If you do decide to delete personal photos or documents, know that your company might have a copy. Deleting emails probably won\u2019t delete the company\u2019s copy of it. <\/p>\n The same might be true for items on your phone. But Ostrowski said it was worth deleting so there were not extra copies on your devices. You might also want to review and delete items backed up in your cloud storage, too.<\/p>\n \u201cHave a good idea of what your footprint looks like,\u201d Ostrowski said. \u201cIt\u2019s super important.\u201d<\/p>\n You also should make sure you\u2019re logged out of any apps, especially personal accounts like Amazon, Gmail or Facebook, and clear your web browsers\u2019 histories as well as any saved payment or login information, said Wilson. Log out of your Apple ID and turn off \u201cFind my\u201d tracking setting if you used a personal account.<\/p>\n Factory reset? When deleting data, be extra cautious, as this could lead to legal trouble. Experts recommend that you don\u2019t do a factory reset. Employers often have their own rules around data retention and, in some cases, might be legally obligated to keep certain information for a specified amount of time. Leave the factory resets to your employer.<\/p>\n Forgotten data: Workers should also make sure they check for anything they might have inadvertently kept. Did you once download a presentation or client sheet onto a thumb drive or external drive so you could work from home? <\/p>\n Did you email your personal account with some documents that have sensitive source code in it? These are all possible red flags for employers and could cause you problems at your new place of work.<\/p>\n \u201cYou don\u2019t have to have to have the nuclear codes to get in trouble,\u201d Neuberger said. \u201cWorst-case scenario\u2026 they can come after you with civil or criminal charges.\u201d<\/p>\n The reality is that tracking and separating work and professional data have become messy. While experts say the best practice is to avoid using work devices for anything personal, there\u2019s likely to be some crossover. And often employers are relatively understanding about the issue, experts note.<\/p>\n \u201cNot everyone can have two phones and two laptops,\u201d Kasdan said. \u201cBut it does help to be organised\u2026 and (honest) with your employer.\u201d<\/p>\n