What's the best way to remove employee no longer works for the company?
Asked by Pepe Juan:

Simply delete the user account and create the following problem.

1. The document they made goes to the "Former employee" name and the categorization of these older documents becomes a nightmare. There are lots of documents (over the past 15 years) that need to be better organized and currently, the process is very painful.

Retaining the user account costs issues

1. The none-user license fee is a waste

2. There may be security implications such as GDPR, for the company to retain non-worker user accounts.

Please help and much appreciated.


Answers:
author: Andreas Springer _Actonic_
body: Hi [@Pepe Juan](/t5/user/viewprofilepage/user-id/4431479)

We recommend anonymizing users leaving the company using our app "Data Protection and Security Toolkit".

You can read about how that works here: [https://actonic.de/en/anonymize-jira-users-guide](https://actonic.de/en/anonymize-jira-users-guide/?utm_campaign=dpt_how_to_anonymize&utm_source=atlassian-community)

The app is available on the Marketplace for both [Jira](https://marketplace.atlassian.com/1218962?utm_campaign=dpt_jira_community&utm_source=atlassian-community) and [Confluence](https://marketplace.atlassian.com/1219041?utm_campaign=dpt_conf_community&utm_source=atlassian-community).

If you have any questions, let me know. :)

Best,  
Andreas


author: Dang Thi Thuy Tien
body: Hi [@Pepe Juan](/t5/user/viewprofilepage/user-id/4431479)  

About questions, our app can cover it:  
1. You can use the API to clean up all users never-logged-in users or not-login for specified time frame

2. And security implications such as GDPR, for the company to retain non-worker user accounts with our app.   

User Data Cleanup

**Key features of this app include:**

* **Highly customizable and modular:** Configure multiple cleanup rules that can be applied to a single or **bulk**of users. Maximize control over user-specific data cleansing.

* **Two-Stage Cleanup: Leaving Day \& Permanent:**Apply a two-stage cleanup process: deactivate, remove, or transfer specific user data on the leaving day, retain necessary information for traceability, and execute a permanent cleanup.

* **Preview \& Retrospect: Cleanup Control:**Before performing cleanup actions for single or multiple users, use the Preview to check all planned actions. Use the Retrospect to check previously cleaned data for specific users.

We believe **UDC** can save you time and effort, and we'd love for you to give it a try. You can find more details and install our app [here](https://marketplace.atlassian.com/apps/1234248/user-data-cleanup-for-jira?hosting=datacenter&tab=overview).  
[https://marketplace.atlassian.com/apps/1234248/user-data-cleanup-for-jira?hosting=datacenter\&tab=overview](https://marketplace.atlassian.com/apps/1234248/user-data-cleanup-for-jira?hosting=datacenter&tab=overview)


author: Ste Wright
body: Hi [@Pepe Juan](/t5/user/viewprofilepage/user-id/4431479)

You could deactivate the user's account - which would stop the user from counting towards your license fee.

See the difference between deactivating and deletion on [this help page](https://support.atlassian.com/jira-cloud-administration/docs/deactivate-or-delete-managed-accounts/).

In terms of GDPR compliance - that's something you'll need to clarify for your business. But I'd check out options in relation to anonymising of data to see if these are suitable. See more information on this help page: <https://confluence.atlassian.com/gdpr/jira-right-to-erasure-949245651.html>

Ste


author: Pepe Juan
body: Need help


Tags: cloud

confluence-cloud