When an employee gives notice, or leaves abruptly, most companies go into reaction mode: shut off access, recover the device, reset passwords. But by that point, the window to spot early signs of trouble may have already closed.
Smart organizations don’t just react, they monitor for subtle warning signs ahead of time. In many cases, technical logs and behavioral patterns offer clues that something’s off… if you know what to look for.
This isn’t surveillance, it’s risk awareness, and it starts by watching the right metadata.
What Metadata Can Reveal
Metadata is simply data about activity, who did what, when, and how. It’s not always about the content of files or messages, but about the patterns that surround them.
Commonly overlooked metadata sources include:
- File access logs (especially after-hours or large volumes)
- Cloud sync events to personal accounts
- Unusual USB device usage
- Spikes in print or download activity
- VPN or remote login patterns from new locations
- Permission changes in shared folders
- Abnormal access to HR, finance, or client records
These indicators alone don’t prove wrongdoing. But when several appear together, particularly just before a resignation, they may warrant closer attention.
Red Flags Before an Employee Leaves
Here are some patterns we’ve seen in forensic investigations where intellectual property theft, sabotage, or compliance issues were later confirmed:
Accessing files not tied to current projects
A departing engineer pulls archived documents from past roles, even though their current assignment doesn’t require it.
Syncing cloud storage repeatedly during off-hours
A late-night flurry of uploads to Dropbox or Google Drive just days before giving notice.
Downloading or printing sensitive files in bulk
Logs show a sales director downloaded the entire client list or printed dozens of confidential PDFs.
Connecting new or rarely-used USB devices
A freshly purchased thumb drive appears in logs, used only once before the device is turned in and wiped.
Using VPN or remote desktop from unfamiliar IPs
Accessing systems at odd times or from a personal device not previously used.
Trying to access restricted areas
Unsuccessful attempts to open files or systems outside normal job function, a sign of probing behavior.
Why These Signs Get Missed
Most organizations don’t look at this data until after a problem arises, and even then, logs may have been overwritten or discarded.
Others assume that if no alarms triggered, everything must be fine. But many tools don’t flag these patterns automatically unless they’ve been configured in advance.
Even well-meaning IT teams may misinterpret unusual behavior as “just preparing to leave,” not realizing it can signal data theft.
How to Build an Internal Watchlist
Here’s how to move from reactive to proactive:
Enable logging for file access, device connections, and sync events
Especially in cloud platforms like Microsoft 365 and Google Workspace.
Define what “unusual” looks like for your organization
Baseline usage patterns can help spot deviations.
Establish alert triggers for key behaviors
Such as mass downloads, off-hours syncs, or first-time USB usage.
Coordinate between HR and IT
If HR learns someone is unhappy or interviewing elsewhere, IT can quietly start log preservation.
Involve digital forensics when red flags appear
Preserving volatile data early can make or break an investigation later.
Most departures are routine but some aren’t. And when something feels off, it often is.
A metadata-based watchlist isn’t about spying. It’s about protecting your business by paying attention to digital signals that often go unnoticed until it’s too late.
At Swailes Computer Forensics, we help companies recognize early warning signs and take the right steps to preserve evidence before it disappears. When metadata speaks, we listen, and help you make sense of what it’s saying.
About Swailes Computer Forensics
Swailes Computer Forensics provides expert digital forensic services to law firms, corporations, and organizations nationwide. Our work includes investigations into intellectual property theft, employee misconduct, data breaches, and more. With decades of experience and a commitment to integrity and clarity, we help clients uncover critical evidence and take informed action.
If you’re facing a potential case of employee data theft or have concerns about unauthorized activity, contact us for a confidential consultation.