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Office 365 - Preserving organizational data due to a position change or retirement
Whether you have worked for the University for only one day or for thirty years, you will have data you have accumulated which may need to be preserved or handed off to your colleagues.
This document will give you some ways you can go about sharing this data. Important: The information provided here is primarily in the context of Office 365 - there are other locations, services, and applications you may have used that will still need to be checked to make sure the data/workflows are preserved. Remember, depending on the service/applications you are currently using, the data stored within it may no longer be accessible or retained after you have left the university - it is important you find out the retention policy prior to leaving.
Types of data include but not limited to:
- Files (documents, spreadsheets, notebooks, etc.)
- Emails
- Calendar events
- Contacts
- Tasks
Data can currently be stored within your account or on local media. Make sure you perform a detailed inventory of all your data before leaving the university.
What to do if you want to preserve any of this data:
There are a multitude of ways to save/store data - these are recommendations.
- Data within your Office 365 account
- Move the data to a shared location: such as Office 365 Group, Office 365 Service Account, Google Shared Drive, Box Project Directory, and/or shared network drive
- Share the data with other user(s) via permissions
- Export the data and share it with others via media (e.g., flash drive)
- Data outside your Office 365 account
- Move the data to a shared location: such as Office 365 Group, Office 365 Service Account, Google Shared Drive, Box Project Directory, and/or shared network drive
- Share the data with other user(s) via permissions
- Export the data and share it with others via media (e.g., flash drive)
Resources
- Steps to take before leaving UW–Madison
- Google Drive Vs Box Vs OneDrive for Business
- Office 365 - Getting Started with Groups
- Office 365 - Getting Started with Service Accounts
- Office 365 - Getting Started with OneDrive for Business
- UW-Madison Google Workspace - Get started with Google Drive
- UW-Madison Box - Project Directories
- Shared network drive - contact your local IT support staff