How to avoid losing files and important information when a staff member leaves the University.
Have you ever experienced the frustration of a disappearing file? One day you’re able to access a document and then suddenly it’s nowhere to be found — you’ve searched through folders and emails and that file you need has simply vanished! This is a common issue that comes across the Center for Information Technology Services' (CITS) Help Desk and while there are various reasons as to why this might happen, the most likely reason for this “disappearing act” can often be linked to the file being owned by a departed staff member.
When a staff member leaves the University, all individual accounts are ultimately deleted. This means that any files shared from that staff member’s OneDrive will eventually be removed from anyone with shared access to those files. The length of time OneDrive files remain accessible differs between departments and schools but often, by the time this reaches the CITS Help Desk, it can be too late to retrieve the file.
How Can We Avoid This Happening in the Future?
The answer is simple: Make it a practice to store all collaborative documents in a SharePoint document library. Files stored in SharePoint will remain even if the originator of that file leaves the University. While it’s possible to share files from OneDrive, UMB recommends doing this on a very limited basis to avoid this problem. For this reason, it’s important for managers and supervisors to be proactive and provide clear communication regarding where to store documents, files, and projects.
It’s also a good idea to consider building OneDrive file migration into the exit process for departing team members to ensure any necessary OneDrive files are moved over to SharePoint. However, we know this isn’t always possible and if files have not been migrated before their departure, it is critical to obtain owner or supervisor consent and reach out to your school IT department, as soon as possible, to move data to a shared location and avoid permanently losing access to those files.
As UMB continues to bolster collaboration through teamwork and sharing with the support of Microsoft 365 for Businesses, it is likely that you may run into this situation from time to time. Knowing what to do when a staff member departs can help to avoid the unnecessary frustration caused by lost files and information.
To learn more about the OneDrive and SharePoint file storage options, please view the Microsoft 365: Where Should I Store My Files? tutorial (7 minutes).