In part, this depends on why this is an issue to your organization.  There
are a few factors that come into consideration here:

- If you are a US Government Agency or Contractor to one, you have a
requirement in 36 CFR to ensure this takes place.

- If you are in a highly regulated business sector, you may have regulators
that tell you what you must do.

- If you are in a very competitive business environment, you may need to
protect Intellectual Property or Trade Secrets from loss or exposure.

- In other cases, it may simply be a matter of business continuity and
ensuring whatever an employee was working on is appropriately transferred to
others to allow work to continue in their absence.

There should be language in your RM Policy to states this is a normal
practice and gives some indication of how it is accomplished. On hire,
employees should be notified of the policy an dmade aware that work product
generated while they are employed belongs to the organization unless other
agreements are reached independently. On an employee's termination or other
separation, they should be required to sign a document where they
self-certify they will not take any records (and records should be defined)
with them when leaving.  They should also be requested to provide the name
of a next custodian (or custodians) of records.

As far as electronic format records go, **IF** you have an EDRMS, this
typically isn't an issue, as all content should be logically written to
institutional repositories, and transfer simply requires the change of a
name or access codes.  

**IF YOU DO NOT**, there are simple measures that can be taken as a stop-gap
until you do have one, like establishing an institutional server and
creating folders with the employees name, then copying all content from
their desktop and/or local servers, and assigning a retention period to ALL
of that content. To avoid this compendium of records in these "folders" not
following retention policies, you would establish a series for "records from
separating employees" and assign a period to it that would allow for the
records to be reviewed and moved to appropriate folders prior to it expiring
(CY plus 3Y, for example)

Larry
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