O365 leavers backup

[jblackburnHWGA]

What do you currently do with your leavers files?

 

We are 100% cloud now using onedrive, teams and sharepoint for files. We currently have an account named Leavers which we use to transfer Onedrive files to for a year after they leave. Both staff and students.

 

I'm wondering how to also back up something like a OneNote, a forms maybe even e-mail in some special circumstances? Anything along that line. I'd be very interested in what other are currently doing.

Thanks

[psydii]

We use groups to manage licences. Leavers get put into a special leavers group that gives them an A1 licence, and a extended attribute modified to record the date they left.

 

When an account has been a leaver for an appropriate period of time we remove it from

the licence group. At this point we also remove most metadata from the user object, but leave it in existence in case their are any resources that continue to exist that they have touched (getting a UUID instead of a username is a pain).

 

We have a lot of students and staff who return after a year or two absence and they always appreciate getting hooked up into their old account.

[NicholasEsping]

We do the same have a OneDrive account that we move OneDrive files to after they leave for Staff for quick access if someone needs something. Other then that we have retention policies in place for Exchange/Teams/Sharepoint/Yammer to capture everything else.

[jblackburnHWGA]

Thanks for the replies.

Does anyone deal with forms stuff? At the moment when a staff member leaves we're losing the forms quizzes they've made. How do we move the quizzes?

Maybe we're doing them wrong to start with?

[TechMonkey]

Maybe we're doing them wrong to start with?

 

I'm afraid this is the answer. Forms are meant to be quick, throw away surveys, not long term resources.

 

We have the same issue here, people have created them for public forms for the website and for long term staff data entry without considering the ramifications. Same with using Adobe Spark for publications.

[jmak]

Can you start a policy (procedures rather than technical) that teaching resources are created in a shared area?

 

We mostly used Forms for office admin and I created then with a team as owner rather than an individual. They were then available to anyone who joined the department and preserved after people left.

 

My personal view is that keeping teaching resources in a shared area is better practice; I've no objections to teachers taking resources with them, but work that's created while working for an employer belongs to the organisation. Keeping Forms is just a side benefit.

[jblackburnHWGA]

jmak I think thats what we're doing wrong. We're nearly 100% cloud now. All our staff use teams as department spaces and teams for class work. We're currently making OneNotes in teams which is great as it doesn't affect a team when someone leaves.

 

We're not doing the same for forms though. I'm not to sure how we go about creating forms that are associated with a team rather than a person

[jmak]

jmak I think thats what we're doing wrong. We're nearly 100% cloud now. All our staff use teams as department spaces and teams for class work. We're currently making OneNotes in teams which is great as it doesn't affect a team when someone leaves.

 

We're not doing the same for forms though. I'm not to sure how we go about creating forms that are associated with a team rather than a person

Looks like it's a supported function:

 

https://support.microsoft.com/en-us/office/move-your-form-to-a-group-921a6361-a4e5-44ea-bce9-c4ed63aa54b4

 

I can't remember if it's possible to create Forms in a group/SharePoint site or whether you have to create it first and then transfer/share ownership.

 

The linked article suggests that admins can transfer ownership of Forms created by people who've left the organisation.

 

The other way to achieve this (following agreed and documented processes with suitable documented authorisation) is for an admin to re-enable a leaver's account and log in as them and change ownership.