IT, Subscriptions and Services

Even though we are the most awesome place in the world to work, it can happen that an employee has to move away or leave employment here. Employees also sometimes change jobs within the company and someone else has to take over their responsibilities. It’s important to ensure the continuity of operations during these instances of changing personnel. These rules will help avoid wasting time with switching account emails and passwords.

1. A general mailbox like “marketing@leohamel.com” should be used for subscriptions and services for each department rather than any one employee’s email address. Consider this a master account and give it administrator rights, meaning it controls everything about the account.
2. When possible, create sub-accounts for users. Many platforms that are business driven have the ability to create user accounts that do different things. This way, you can protect important things like account settings and billing information from people that don’t need it. Restrict user accounts to their necessary functions; add/edit content, respond to messages, etc. No one should use the master account unless they ultimately have to. This helps determine “how did this happen” and answer “who did this?!?!”
3. Maintain a master KeePass file. (Download KeePass here https://keepass.info/.) The department lead should maintain this file, and give the CFO and COO access to it. This way, if something were to happen, management can always reference this file and access accounts as needed.
4. Individual users maintain their own personal KeePass files and give the manager access. When a new service gets added, the manager can create an account for anyone in the department and enter it into their KeePass. That employee can than look it up in their individual KeePass. It’s a good way of keeping passwords out of emails because emailing passwords is not secure.
5. Maintain or die! When passwords are changed for master accounts, update the KeePass file right away. If users need to change their passwords, make them update KeePass right away.