11/27/2023
Protect your team’s hard work. Incorporate these offboarding practices for a secure and seamless transition.
When a colleague leaves U-M, managers can avoid technology headaches and time-consuming records requests by taking the following steps before a teammate’s last day.
- Remind departing employees remove Intune from personal devices via the Company Portal app before their Michigan Medicine account is deactivated.
- Ensure all important files and data are saved or moved to a shared space. Whether your team stores and collaborates on their work in Michigan Medicine’s Microsoft 365, U-M Dropbox, or U-M Google Drive, shared spaces are tied to our institution and avoid the risk of document deletion or the need for records requests. Examples:
- When an employee leaves Michigan Medicine, their account and OneDrive are deleted. All academic or institutional data should be saved to the team’s SharePoint site.
- Google Drive files owned by former employees are deleted after 90 days, including files that are shared with current U-M employees.
Explore the Leaving Michigan Medicine Guide and Leaving U-M Guide for detailed insights.
Important reminders:
- Make it a habit to store project data in shared spaces
- Use shared spaces like Microsoft SharePoint sites, Dropbox team folders, or Google shared folders for project and team files. This keeps data secure and accessible, even when someone leaves.
- Clarify data ownership
- Understand data ownership with resources like "Who Owns That?" and "Transferring File Ownership."
- Ensure Michigan Medicine computers and other technology are turned in to HITS.
- Submit a hardware return request through the Michigan Medicine Help Center.
It’s easy to play our part in seamless offboarding and collectively safeguarding U-M’s data. Learn more from HITS about secure spaces to save U-M data, accessible from any device.