I'm looking for insights on managing OneDrive data for employees who have left the company. We keep mailboxes archived and disable accounts, but OneDrive often feels like a black hole that we can't manage effectively. Have any of you implemented automation with PowerShell or used third-party tools to streamline the cleanup process? Also, is it essential to remove this data, or do most of you just leave it unless there's a storage issue?
5 Answers
Most of the time, we just leave the data unless there are storage concerns. In those cases, it's best to collaborate with the legal and security teams to establish a solid data retention policy that specifies how long we should keep the data for future needs, like audits.
Just a note, for those in Europe: we have to be mindful of GDPR regulations here. You can’t just pass around data to managers as you might in the US; it needs to comply with privacy laws.
When an employee exits, we give their manager access to their OneDrive for 30 days. It's their responsibility to copy any necessary data before it gets deleted. Makes the process smoother for everyone.
This is more about offboarding than IT. It's important to coordinate with HR to create a process where a departing employee's manager gets access to the data for a specific period. Once that's up, we revoke access and can consider deletion.
We have an automatic deletion set after 93 days for ex-employee accounts. It's straightforward and helps keep our storage under control.
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