What action should a System Administrator take when a user leaves the organization?

When a user leaves the organization, disabling their account and reassessing data permissions is a critical action for a System Administrator. This step is vital for maintaining security and ensuring that the departed user's access to sensitive company information is revoked immediately. By disabling the account, the System Administrator prevents any potential unauthorized access to Smartsheet resources and protects the integrity of the data.

Additionally, reassessing data permissions is just as important. This involves reviewing any sheets, reports, or dashboards the user had access to, ensuring that sensitive information is secured and only accessible by the appropriate team members. This process helps prevent data breaches and reinforces the principle of least privilege, ensuring that only those who currently require access to specific information retain it.

While archiving data may be useful for future reference, it does not address immediate security needs. Transferring tasks to another user is an important operational step, but it should occur after ensuring that the former user's access is disabled and permissions are correctly set. Changing the password alone does not eliminate access since the account itself remains active, leaving room for potential misuse until it is fully disabled.