Best Practices for Preserving Data/files During Personnel Transitions

 in Office of eLearning by

Are you or a direct report’s role changing at the university? Before personnel leave a department or the university, the following considerations will help with preserving important data and files.

  • Consult with your supervisor regarding the files to be retained and the preferred method for sharing the information.
  • Prepare your files for migration by organizing them into a transfer folder. Consider the “Projects”, “Areas”, “Resources”, and “Archives” (PARA) methods to validate and organize your cloud data for movement to Microsoft Teams.

The following options are available for retention:

  • Microsoft OneDrive: When opening a browser to find OneDrive, in the menu, review Home and My Files. In My Files, review Sharing (Owner: Team/…), Shared or Private categories. Organize your files into a transfer folder for movement to Microsoft Teams.
  • Microsoft Teams: Your Teams (Active and Hidden) Review the Files tab per Team. Please be sure to add a second “Owner” to any team where you are the sole owner. This will enable others to access valuable information after the transition.
  • Google Drive: Review MyDrive and Shared Drives. Organize your files into a transfer folder for movement to Microsoft Teams.