What is included in the handover documents when the EAP manager changes?
Operations Handover Guide · As of September 2026
What is included in the handover documents when the EAP manager changes?
When the EAP manager changes, the handover documents should include the contract, application channel, operator contact list, reports, budget, and tasks in progress, but
Not transferring individual counseling details and usage history to general handover documents This is important.
The key thing the successor needs to know is not 'who gave what counseling,' but ① Contract Terms ② Employee Application Channel ③ Operator Contact Info ④ Report/Budget Schedule ⑤ Administrator Authority ⑥ Ongoing Tasks We recommend a structure where consultation records and HR operational documents are separated, and only necessary information is handed over according to roles.
🗂️ The focus of handover documents is not on 'consultation content,' but on 'information to ensure uninterrupted operations.'
When an EAP manager changes, the first thing the successor needs is not 'who received what counseling,' but How the contract is structured, where the employee applies, who the operating company is, and what schedule and unfinished tasks remain Including personal counseling details or health information in general work handover documents can unnecessarily broaden the scope of confidentiality.
| division | Content to be included in the handover document | Processing method |
|---|---|---|
| Contract and Operation Standards | Contract period, number of participants, session basis, counseling method, settlement and reporting cycle | General handover |
| Operator Contact List | PM, Counseling Center, Settlement & Incident Response Contact Information | General handover |
| Application and guidance system | App/Web/Phone/QR, Internal Notice Location, Confidentiality Notice | General handover |
| Operation Schedule | Monthly reports, campaigns, training, contract renewals, budget schedules | General handover |
| Anonymous/Compiled Report | Contractual scope including usage rate, satisfaction, broad categories of consultation topics, etc. | Handover after verifying access rights |
| Individual counseling details · counseling notes | Detailed consultation contents, statements, diagnosis/health information | Not included in general HR handover documents |
| Individual Usage Status and Counselor List | Identifiable information such as who used it and how many times they consulted. | Exclude unless absolutely necessary for business purposes |
| Sensitive request in progress | Cases requiring follow-up measures, such as crises, civil complaints, and special support | Transfer documents separately from general documents, subject to restrictions based on authority and necessity |
🧭 The handover is omitted if you organize it into groups of 7.
- Contract Information — Contract period, scope of eligible recipients, sessions/limits, consultation method, additional costs, renewal schedule.
- Application Path — Apps, web, phone, email, QR, and login/authentication methods actually used by employees.
- Operator Contact List — PM, Consultation Center, Urgent Operations Inquiry, Settlement/Tax Invoice, System Failure Counter.
- Internal communication — Launch announcements, Confidentiality FAQ, Admin notices, Regular reminders.
- Reports and Performance Management — Monthly/quarterly report receipt dates, criteria for anonymity/aggregation, internal reporting schedule, and executive in charge.
- Budget and settlement — Annual budget, remaining budget, billing method, supporting documents, cost approval procedures.
- Task in progress — 'Unfinished tasks' and next actions, such as counseling activation campaigns, training, counselor issues, system improvements, and contract changes.
🔐 Separate consultation records and HR operational documents.
The Framework Act on Workers' Welfare stipulates that anonymity must be guaranteed to prevent the infringement of workers' secrets during the implementation of EAP, and the Enforcement Decree provides for exceptions where participating workers have consented to the subjects or content to be disclosed. Therefore, due to a change in the person in charge A method of collectively transferring individual counseling details to a new manager. It is best to avoid it.
From a personal information protection perspective, only the minimum information necessary for the purpose must be processed, unnecessary personal information must be destroyed, and safety measures such as access rights must be applied. Handover documents should not be 'documents that gather everything into one file,' but... A document containing only the information necessary for operational continuity This is the reason why it must be.
📋 Example of EAP Handover Document Structure
By linking a single operational summary table with separate detailed links as shown below, a successor can quickly grasp the flow. Individual consultation information is not included in this table.
| item | Record example | Confirmation of successor |
|---|---|---|
| Contract period | 2026.01.01~2026.12.31 | □ |
| Scope of eligible subjects | Check the contract to confirm inclusion of employees/spouses. | □ |
| Usage limit | ○ times per person per year / Exception approval criteria | □ |
| Application Channel | Dedicated App/Web / 080 Call Center / Internal Information URL | □ |
| Operating Company PM | Name · Representative Contact · Email | □ |
| Monthly Report | Within the 5th business day of each month / Anonymous · Compiled | □ |
| Internal report | Quarterly HR Report / Exclusion of Personally Identifiable Information | □ |
| Promotional Schedule | October Reminders / November Administrator Notice | □ |
| Budget and settlement | Remaining Budget / Monthly Post-payment / Tax Invoice 담당 | □ |
| Contract renewal | Vendor evaluation in October, budget finalization in November | □ |
| Task in progress | FAQ Revision / English Notice / Application Channel Improvement | □ |
| Main document location | Links to contract, operation guide, notice, and report folders | □ |
🚫 Information best excluded from general handover documents
- Consultation topic, reason for consultation, and remarks made during consultation, written along with the employee's name
- Individual usage history showing who used it how many times
- Counselor's session notes, raw psychological test data, information related to diagnosis and treatment
- Departmental counseling statistics that are easily estimated by individuals due to the small number of personnel
- Transferring specific statements or health information from a crisis situation to a general operational memo.
- Transferring consultation-related files remaining in the previous person's personal email or messenger to the successor exactly as they are.
If there is information the successor must know due to an ongoing sensitive matter, rather than writing it in detail in the general handover document Why the handover is necessary, to whom it will be passed, and to what extent It is recommended to check this first and process it in a separate, restricted channel.
🔑 Account and permission handover is just as important as documentation.
If the person in charge changes but the previous account continues to be used, it becomes difficult to track who accessed what information, and access rights may remain even after retirement or relocation. Re-grant system permissions to individual accounts and clean up the previous manager's administrator privileges, shared folders, email auto-forwarding, and downloaded files.
| Authority Area | Things to check |
|---|---|
| EAP HR Admin | Issue new authority to successor / Revoke authority from predecessor |
| Shared Drive | Share only the operational documents folder / Check permissions separately for the sensitive data folder |
| Monthly Report | Changes to recipient emails and distributor list |
| Contract and settlement | Update Purchasing and Accounting Approval Line and Contact Information |
| Slack and email notifications | Change recipients for inquiries, issues, and reports |
| Download file | Cleaning up unnecessary personal information stored on the predecessor's local PC |
☑️ Checklist Before and After Changing Personnel
The checklist below is for internal inspection purposes to prevent operational gaps and excessive handover of personal information when the EAP manager changes. In particular, Contract/Application Path, Operator Contact Network, Access Rights, Ongoing Tasks is a basic verification item.
| Confirmation items | check |
|---|---|
| The contract period, recipients, sessions, and cost structure were summarized on a single page. | □ |
| The successor personally verified the actual consultation request path used by the employee. | □ |
| The operator's PM, consultation center, settlement, and incident response contact networks have been updated. | □ |
| I organized the schedules for receiving monthly and quarterly reports and internal reporting. | □ |
| The criteria for anonymous and aggregated reports and the restrictions on minority counting were explained. | □ |
| Individual counseling details or counseling notes were not included in the general handover documents. | □ |
| Sensitive requests in progress are transferred based on separate permissions and necessity criteria. | □ |
| There are plans to revoke the predecessor's authority in the EAP administrator system. | □ |
| New successor accounts were issued individually. | □ |
| Personal information in shared folders, mail, and local download data was checked. | □ |
| I checked the remaining budget, settlement, and contract renewal schedules. | □ |
| I organized the tasks to be done within the next 30 days by priority and person in charge. | □ |
⚠️ Common mistakes during handover
- Cases where individual consultation information is handed over as is, thinking, "Since it is the material the previous person looked at, the successor must also look at it."
- If only the operator's contact information is provided without recording the contract limit, period, settlement, or renewal schedule
- Cases where the predecessor's account and shared folder permissions are left intact to allow access even after retirement or transfer
- Cases where monthly reports are shared within the organization more than necessary because the recipients are not verified.
- Cases where only the 'details' of an ongoing issue are written at length without specifying the next action, deadline, or person in charge
💬 Items to check with your EAP provider
When the person in charge changes, rather than just notifying the operating company of the new person's contact information Report recipients, administrator privileges, emergency contacts, settlement manager, personal information inquiry window It is recommended to verify that everything has been changed. In particular, please check to ensure that no monthly reports or system notifications automatically sent to the previous manager remain.
EAP is a supplementary channel that supports the psychological burden of employees. Separating counseling content and individual usage data from company operational handover materials, and sharing only the anonymous and aggregated information necessary for system operation with the company, helps maintain confidentiality and user trust.
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❓ FAQ
Q1. Is it okay to hand over the user list managed by the previous person in charge to the successor?
It is advisable to first verify whether the list of individual users is actually necessary for the successor's job performance. EAP operations should be managed based on anonymous and aggregated data rather than personally identifiable information as much as possible; if individual operational information is absolutely necessary, it is appropriate to handle it separately by restricting its purpose and access rights.
Q2. Do I need to hand over the fact that there are ongoing consultations?
For the sake of business continuity for general HR staff, it is not necessary to know the progress of every individual's counseling session. If the operating company directly manages appointments and sessions, it is advisable to record operational procedures and contact information in HR handover documents, while managing the status of individual counseling sessions within the counseling agency's authority structure.
Q3. If a crisis case is ongoing, how much information should be provided to the successor?
If immediate safety verification or company-level follow-up measures are required, minimal information may be transferred to the necessary personnel. However, rather than transferring the entire consultation content, it is recommended to manage the current necessary actions, responsible personnel, deadlines, and emergency contact systems in a separate restricted document and verify the standards for personal information and consultation confidentiality.
Q4. Do I also need to delete the monthly reports saved by my predecessor on the personal PC?
It is advisable to check whether any files containing personal or sensitive information remain unnecessarily. Establish procedures to transfer materials required by the company's record-keeping policy and for business purposes to a designated repository, and to securely clean up unnecessary local copies.
Q5. How detailed should the handover documents be?
The key is operational information sufficient for a successor to independently execute tasks within a month. While contract terms, application channels, contact information, reports, budget, schedule, and ongoing tasks should be documented in detail, it is advisable to avoid recording personal consultation details in excessive detail.
👉 Next step
If you need to manage EAP changes, operational reports, administrator privileges, and confidentiality standards all at once, review the handover structure based on your current contract and operational flow.
Inquire about the EAP operating system →📚 Source and Verification Criteria
- National Law Information Center · Article 83 of the Framework Act on Labor Welfare (Worker Support Program)
- National Law Information Center · Article 55 of the Enforcement Decree of the Framework Act on Labor Welfare (Guarantee of Anonymity for Confidentiality)
- National Law Information Center · Article 16 of the Personal Information Protection Act (Restrictions on Collection of Personal Information)
- National Law Information Center · Article 21 of the Personal Information Protection Act (Destruction of Personal Information)
- National Law Information Center · Article 29 of the Personal Information Protection Act (Duty to Take Safety Measures)
This content is intended for general informational purposes. The actual scope of the EAP handover may vary depending on the roles, contracts, personal information processing systems, and the professional standards of the counseling agency between the company and the EAP operator. It is advisable not to include personal counseling details or health information in general handover documents without verifying their operational necessity; if required, a review by a specialist in personal information protection, labor relations, or counseling may be necessary. Date of legal verification: September 17, 2026.