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SUMMARY
Key IT considerations for employees and graduate students who are preparing to depart from the college.
As you prepare to depart from your position with the college, please see the following guidance.
Data Management
Data retention and destruction are governed by the Ohio State records retention schedule.
Network Drives
Any data stored on your private network drive (sometimes referred to as the J drive) is subject to deletion after your departure. To ensure no loss of data, please coordinate with your supervisor and any collaborators ahead of departure. Files that need to be retained should either be moved to the appropriate group shared drive on the file server, moved into Microsoft Teams, or clearly labelled with the appropriate recipient's name so that IT can coordinate a transfer.
Microsoft Teams
Data stored in Microsoft Teams remains in the team after your departure. If you are an owner of the team, ensure there is at least one other co-owner before your departure.
Microsoft OneDrive
Work with your supervisor and any collaborators to identify any files stored in your OneDrive that need to be accessible to others after your departure. Individuals you have shared files and folders with through OneDrive will lose access when you leave the university. Therefore, it is important to either transfer those files into a Microsoft Team or instruct the collaborator to download the files from OneDrive before your departure.
Paper Records
Paper records, including laboratory notebooks, exams, and student coursework are subject to the same records retention as digital files. Review any paper records that are eligible for destruction. Secure shred bins are available. Records that should be retained should be clearly labelled with the record type and destruction date before being transferred to the appropriate owner.
Email Access
Employees leaving the university will lose access to email on their departure date. If you are transferring elsewhere within the university and there is no gap between your old and new appointments, then you will not lose email access.
Students retain access to BuckeyeMail for two years after graduation. If a student is hired into an employee position, then they will receive a new employee email account (name.#@osu.edu) which is separate from their BuckeyeMail.
Sponsored Guest Accounts
Departing employees who have a valid business need to retain access to email and other university systems may ask their supervisor to create a sponsored guest account.
Assets
All assigned IT assets must be returned by the termination date. College of Pharmacy IT will contact you ahead of time to arrange for return of assets. If your departure date is approaching and you have not arranged a return, contact cop-problem@osu.edu.
Keys
Please arrange to return all brass keys to Tami Boldman on or before your last day.