Microsoft 365: Decommissioned User - Moving OneDrive Data

Microsoft 365: Decommissioned User - Moving OneDrive Data

When a user has been decommissioned, their OneDrive data is retained for 30 days in it’s original location before it’s permanently deleted. It is your responsibility to move this data to another location before the 30 day window is up.

If more time is required to move this data, you can retain or purchase the Office (Business Premium) license to retain the data on a monthly basis. You must notify us and ensure the license is applied within the 30 day window.

How to Access the OneDrive Data

When a decommission form is submitted, multiple staff members may be nominated to access the OneDrive data for a user that is to be decommissioned. This link will be provided to the account manager who completes and submits the decommission form.

The nominated users may click on the link to access the OneDrive via a web browser.

Moving the OneDrive Data

Once you have access to the OneDrive account, you will need to move any data that is to be kept. There are two primary ways to do this.

This method is best if you are moving files to your own OneDrive, to a SharePoint site.

Select the items you wish to move. From the menu above, select Move To Move To

Select My files if you would like the save the data to your OneDrive. Alternatively, select SharePoint to move the selected data to a site you have access to.

This method is best if there are a large number of files to load into a document management system.

Select the folder you would like to connect then click Add shortcut to My Files from the above menu.

Allow 5 minutes and a link to the folder will appear in your OneDrive.

From here you can file items into your document management system or other locations as you normally would.

Important: This folder is only linked to your OneDrive, the files must still be moved within the 30 day window to another location before they are permanently deleted.