A technology guide for departing employees
Staff Resources
Faculty and staff whose employment with Michigan Medicine is terminated, and who have no other affiliation with U-M, lose eligibility for U-M standard computing services.
Email, System Access, Storage, and Data
Access to Michigan Medicine email, systems, storage, and data is deactivated on the last day of your appointment. 30 days after that date, your account is irretrievably deleted. During that 30-day grace period, your uniqname and certain level-1 services will continue to be available.
There are two exceptions to this process:
- Reduction in Force (RIF) status employees keep their Michigan Medicine access and are provided at least 30 days to transition their work.
- Employees who take an unpaid leave of absence keep their Michigan Medicine access, but it is paused for the duration of their leave until they return to work.
Before your last day:
- Move files with institutional, research, or academic information to a shared space such as a SharePoint site, a Google Shared folder, a Dropbox Team folder, or a shared network drive, and provide your team access. Files on an individual's OneDrive and Google Drive* will be deleted following their departure, including files that are shared with U-M colleagues.*Google Drive files will be deleted only if the individual has no other U-M affiliation. See Managing your digital files when you leave U-M.
- Consider sending a "change of address" notification using your personal email address. You can also share your alternate email address using an out of office message.
- Save or forward any needed email to your personal account.
- Download any personal files to your computer.
- Unenroll any personally owned devices from Mobile Device Management.
Computers and equipment
Coordinate the return of any computers, technology assets, or cables with your manager. You may keep your mouse, keyboard, and headset. Please return Nuance PowerMics to managers so they can be reconditioned and repurposed.
Resource accounts and distribution groups
Change the ownership of any resource accounts or distribution groups that need to be maintained within your department and delete the ones that are no longer needed:
- Distribution Groups: Add an Owner via the Group Management Tool
- Resource Accounts: Request additional owners using Exchange/Outlook Resource Mailbox Catalog Item available on the Michigan Medicine Help Center.
Manager and Administrative Resources
Faculty and staff whose employment with Michigan Medicine is terminated, and who have no other affiliation with U-M, lose eligibility for U-M standard computing services.
Email, System Access, Storage, and Data
Departing employee access to email, centrally-managed IT systems, storage, and data sources are deactivated on the last day of their appointment with Michigan Medicine. Exceptions include:
- Employees who take an unpaid leave of absence keep their Michigan Medicine access, but it is paused until they return to work.
- Reduction in Force (RIF) status employees keep their Michigan Medicine access and are provided at least 30 days to transition their work. 30 days after that date the account will be irretrievably deleted.
Take action:
- Ensure employees leaving Michigan Medicine transfer all files to a shared space that contain department/unit information, and files needed for operational or project work. File ownership transfers should happen before an employee leaves. Important to know:
- In Michigan Medicine's Microsoft 365, files in an individual's OneDrive are deleted when the employee account is removed from the system, including files shared with colleagues. Needed files should be moved to a SharePoint site, such as a team site or a project site.
- Starting September 15, 2023, Google files owned by individuals who no longer have U-M affiliation will be permanently deleted after 90 days, including those files shared with colleagues. Learn more about data reclamation in Google.
- If there is a business reason to extend this access, managers can sponsor the departing employee using the Michigan Medicine Account Request Tool (ART).
- Review and remove access to departmentally owned and managed systems.
Computers and equipment
Return computers, technology assets, or cables using the Michigan Medicine Help Center. Computers will be wiped and reimaged for other requests. Employees can keep their mouse, keyboard, and headset. Please return Nuance PowerMics so they can be reconditioned and repurposed.
Resource accounts and distribution groups
We recommend having at least two owners for department resource accounts and distribution groups. Now is a good time to review and update these resources.