Overview
Table of Contents
Staff Resources
Email, System Access, Storage, & Data
Access to your Michigan Medicine email, systems, storage, and data will be deactivated on your final day of employment. After 30 days, your account will be permanently deleted. During this 30-day grace period, your uniqname and certain level-1 services will remain available.
Data Retention:
- 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 (external link).
- Please note: research data is owned by the university and must be retained by the department in certain circumstances, in accordance with SGP 303.06. Please work with your department to meet these guidelines prior to departure.
Before Your Last Day:
- Consider sending a "change of address" notification using your personal email address or share your alternate email address using an out of office message(link is external). U-M retirees may also request continued access to their U-M email (external link).
- 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.
Exceptions:
- 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.
Computers & 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.
To return computers and technology assets, complete this form.
Resource Accounts & 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 (Michigan Medicine Network or VPN Required) (external link).
- Resource Accounts: Request additional owners using Exchange/Outlook Resource Mailbox Catalog Item available on the Michigan Medicine Help Center.
- Identity and Access Management Services (Michigan Medicine Network or VPN Required) (external link)
Manager & 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, & 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 (external link), 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 (external link).
- Research data is owned by the university and must be retained by the department in certain circumstances, in accordance with SGP 303.06. Please work with your department to meet these guidelines prior to your colleague's departure.
Reduce access to sensitive information and systems. To request access changes, contact the Michigan Medicine Help Center.
- If you need to access a departing employee’s digital resources related to the department, submit an employee record request to the Michigan Medicine Help Center for HR review.
- Review and remove access to departmentally owned and managed systems.
If there is a business reason to extend this access, managers can sponsor the departing employee using the Michigan Medicine Account Request Tool (ART) (external link).
Computers & Equipment
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 & 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.