Discussions

• Do you suspend the user account and keep everything (Drive, Email) frozen in time? If so, for how long? 
  
  
• Do you have a protocol to guide you in the decision to forward emails from the departed user to someone else in the org? Or, is this "upon request"?
  
  
• Do you have a protocol for transferring file ownership from the departed user to someone else in the org?
  
  
• Do you take backups of the departed user's computer and store them for safekeeping? If so, how long do you store this information?
  
  
• If you use a service (ie: Spanning) to back up your Google accounts, do you deactivate this service right after the user departs your school? Or, do you wait a certain amount of time? 

Deactivated: 

• Staff Retirement/Resignation with notice (good terms) - 30 days following the last day of work 
• Faculty at end of school year – July 31st (30 days following end of contract) 

Account Deletion: 

• 24 months after deactivation 

Staff terminations will be handled on a case-by-case basis; thankfully that is not a frequent occurrence.

With regard to your other questions, we generally do not transfer file ownership upon staff departures.  We are a MS school and have adopted Teams.  We strongly encourage our users to keep working files in the Teams data structure so that the transitions that take place with administration/responsibility shifts (not just resignations) are easier to manage the data transfer.  Adding and removing members from Teams is a much better practice.  We're only about 18 months into this process and it does work, but patience is required!

We use Datto for our MS 365/OneDrive and Google Drive data backups.  I believe we need to revisit our retention policy for these backups.  Very interested in what other schools do!

• Do you suspend the user account and keep everything (Drive, Email) frozen in time? If so, for how long? 
  
  
• Do you have a protocol to guide you in the decision to forward emails from the departed user to someone else in the org? Or, is this "upon request"?
  
  
• Do you have a protocol for transferring file ownership from the departed user to someone else in the org?
  
  
• Do you take backups of the departed user's computer and store them for safekeeping? If so, how long do you store this information?
  
  
• If you use a service (ie: Spanning) to back up your Google accounts, do you deactivate this service right after the user departs your school? Or, do you wait a certain amount of time? 

• Do you suspend the user account and keep everything (Drive, Email) frozen in time? If so, for how long? 
  
  
• Do you have a protocol to guide you in the decision to forward emails from the departed user to someone else in the org? Or, is this "upon request"?
  
  
• Do you have a protocol for transferring file ownership from the departed user to someone else in the org?
  
  
• Do you take backups of the departed user's computer and store them for safekeeping? If so, how long do you store this information?
  
  
• If you use a service (ie: Spanning) to back up your Google accounts, do you deactivate this service right after the user departs your school? Or, do you wait a certain amount of time? 

• Do you suspend the user account and keep everything (Drive, Email) frozen in time? If so, for how long? 
  
  
• Do you have a protocol to guide you in the decision to forward emails from the departed user to someone else in the org? Or, is this "upon request"?
  
  
• Do you have a protocol for transferring file ownership from the departed user to someone else in the org?
  
  
• Do you take backups of the departed user's computer and store them for safekeeping? If so, how long do you store this information?
  
  
• If you use a service (ie: Spanning) to back up your Google accounts, do you deactivate this service right after the user departs your school? Or, do you wait a certain amount of time? 

• Do you suspend the user account and keep everything (Drive, Email) frozen in time? If so, for how long? 
  
  
• Do you have a protocol to guide you in the decision to forward emails from the departed user to someone else in the org? Or, is this "upon request"?
  
  
• Do you have a protocol for transferring file ownership from the departed user to someone else in the org?
  
  
• Do you take backups of the departed user's computer and store them for safekeeping? If so, how long do you store this information?
  
  
• If you use a service (ie: Spanning) to back up your Google accounts, do you deactivate this service right after the user departs your school? Or, do you wait a certain amount of time?