Governance & records
Offboarding & Record Transfer
When someone leaves, close the door and hand off their work in one motion.
Offboard a departing staff member cleanly: disable their login so access ends the day they leave, and reassign the records they owned — the open requests, the cases, the work in flight — to the successor who'll carry them. Nothing is orphaned, and nobody keeps access they no longer should have.
The challenge
When an employee leaves, two things have to happen and usually only one does: someone remembers to turn off the login, and someone figures out who now owns the forty open items that were assigned to them. The login lingers for weeks, or the work quietly stalls because it still belongs to a person who's gone. Both are how governments end up with ghost accounts and dropped balls.
In practice
Last day, clean handoff
A code-enforcement officer gives notice. On his last day, instead of an IT ticket to "disable the account someday" and a supervisor mentally noting the cases, the office offboards him in one place: his login is disabled, so his access ends that afternoon, and the open cases, inspections, and requests assigned to him are reassigned to the officer taking over.
The successor opens her queue the next morning and the work is simply there — no items lost in a departed account, no balance of open cases nobody owns. And because the access ended cleanly, the security review months later finds no lingering account that should have been closed.
What it does
- 01
Disable the login
End a departing user's access on their last day, so a closed-out employee can't still sign in next week.
- 02
Reassign their records
Hand the open requests, cases, and work assigned to them over to the successor who'll carry it forward.
- 03
Nothing orphaned
Work in flight doesn't vanish into a dead account — it moves to someone who owns it, so the queue stays whole.
- 04
One motion, both halves
Cut access and transfer the work in the same step, instead of an IT ticket here and a supervisor's memory there.
- 05
No ghost accounts
Because offboarding disables the login deliberately, the security review doesn't keep finding accounts that should be gone.
- 06
A clean handoff record
The transfer is recorded, so it's clear who took over what when — for the successor and for the audit alike.
How it works
Mark the departure
Open the offboarding for the staff member who's leaving.
Disable the login
Cut their access so it ends on their last day, not whenever a ticket gets worked.
Reassign the records
Move the open work assigned to them to the successor who'll carry it.
Confirm the handoff
The successor's queue picks up the transferred work, and the access is cleanly closed.
English and Spanish
Bilingual by design
Offboarding is an HR and IT control — a staff-facing process, English-first for the administrators who run it. Its benefit reaches residents indirectly: when a departing employee's open 311 requests, permits, and cases are handed to a successor instead of stranded, the resident waiting on an answer still gets one, in their language, on time.
CiVQ AI — included in every package
CiVQ AI: suggest who should inherit the work
CiVQ AI can look at the departing person's open items and suggest the successor best placed to take each one — by department, by role, by current load — so the reassignment isn't a guess. The supervisor confirms; the handoff is on the record.
Works better together
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Book a 30-minute walkthrough with our team in Rio Grande City. We'll tailor it to your city, county, or district.
Bilingual support included at every tier.