Back to Adele, who is leaving the business. Adele’s colleague Aaron will be taking over her role and will need access to Adele’s OneDrive files.
1. When Adele is deleted from 365 admin or Active Directory, Aaron can be given access to Adele’s OneDrive files.
2. The deletion is synchronized to SharePoint
3. The OneDrive clean up job runs, and the Adele’s OneDrive account is marked for deletion.
4. Aaron, and Adele’s manager Mary are notified that Adele’s account will be deleted. By default, Aaron and Mary would have 30 days to access the data before it is deleted, but that can be changed.
a. If Adele didn’t have a manager in AD, OneDrive retention can be configured to give a back-up person access to the files. The backup person would be the same for all users leaving.
5. 7 days before the retention period ends, an email reminder is sent to Aaron and Mary.
6. After retention period, the OneDrive documents are moved to the site collection recycle bin
The documents can be retrieved, but it requires PowerShell commands (Read More)
You will need a SharePoint admin account to change the OneDrive retention settings
1. Navigate to the More Features section of the SharePoint admin centre
Under the User Profiles section, click the open button.
3. Under the My Site Settings heading, click Setup My Sites
4. In the My Site Cleanup section and tick the ‘Enable access delegation section’ and select a secondary owner
Click OK at the bottom of the page.
You will need a SharePoint admin account to change the OneDrive retention settings
1. Sign into the OneDrive admin centre
2. Select storage on the left side of the page
3. Update the ‘Days to retain files in OneDrive after a user account is marked for deletion’ field.
4. Click Save
This will take effect for the next user accounts which are deleted, or for any which are in the process of being deleted.
There you have it, turning on data retention in a nutshell.
