[ms office - o365] o365 - Leavers Process

[_kstone]

Afternoon all,

 

Currently reviewing our leavers process as we haven't really got one since we moved to Office 365.

 

The old process would involve creating a final backup of the users network home and mailbox before archiving it somewhere then deleting the user account.

 

However now that we have moved to Office 365 we have a few more things to think about when somebody leaves:

 

I'm intrigued to know your leavers processes for:

 

A) An 'unimportant' leaver who you're happy to remove

B) An 'important' leaver that you want to keep around

 

Some more specific questions I have are:

 

1) Quite often mail to a leaver needs to be forwarded to a colleague or replacement. We have been converting to a shared mailbox and forwarding (so that we can re-use the license).

 

2a) When we remove the license, what happens if the user was the sole owner of a team? Does it become orphaned?

 

2b) If the user has OneDrive files shared with other users and we remove the license, do these files get purged after 30 days even if they are shared with other users?

 

2c) Is there a way to know what files / teams / sites a user has that are shared and move them before the user data is purged?

 

2d) This also refers to shared PowerBI Dashboards / Microsoft Forms in use / Sharepoint pages created.

 

3) What's the best way to do a backup of a user before we remove the license and let them be purged? We are about to start Veeam backups, so we can just have them as part of the retention policy there, but like to have them seperately too?

 

Any information about your practices / answers to the questions above would be very helpful!

 

Thanks all

 

Karl

[TechMonkey]

If it is just email you can convert the mailbox to a shared mailbox, assign their line manager or replacement and it doesn't use a license. Stick an out of office on it to let people know and you are covered. You could just close the mailbox and make their address an alias but you lose all email and it is less flexible.

 

We always tell leavers to put anything they want in to a folder labelled who it needs to go to and we move it. If they are important we archive their onedrive to local storage otherwise we have 30 days to recover.

 

Other than that we dont have anything set in stone. Teams, we have suggested the leaver to elevate the person they want to take over as an owner