1. Email and Collaboration Services Office 365 Off-boarding TIF-CSI December 2014

2. Agenda Objective Microsoft Requirements Current Process Process Changes Options

3. Objective Provide a campus-vetted off-boarding process for Office 365 accounts that complies with campus and vendor requirements while providing appropriate access for the user Situations such as “Access without Consent” or when the user passes away will follow currently establish processes.

4. Microsoft Requirements Users cannot remain indefinitely on the university Office 365 instance. Timeline for account removal is at the discretion of the university. In general, Microsoft expects a user to be removed from the service within no more than 180-270 days. Microsoft offers a Plan 1 account (email only) where we can move users after the appropriate waiting (grace) period.

6. Current Process Changes Faculty: o After 180 day grace period, account is disabled. o Account is migrated to a Plan 1 account. o Account will eventually be transferred to Alumni Relations. Staff: o Upon day of departure, admin will copy the account and store for later access. o Account copy will be made available to the host department. o After 90 day grace period (90 days from date of departure), account is migrated to a Plan 1 account. o Account will eventually be transferred to Alumni Relations. Students: o After 30 day grace period, account is disabled. o Account is migrated to a Plan 1 account. o Account will eventually be transferred to Alumni Relations.

7. Current Process Changes (cont) Notifications: o Updated user notifications will need to be established for Office 365 users explaining the timelines and consequences. Hostile: o Upon day of departure, admin will disable the account. o Admin will copy the account and store for later access. o Account copy will be made available to the host department, as necessary.

8. Options OneDrive Switch: check to see if we can detach a OneDrive account/contents from one account and assign it to another (or new) account. This would simplify the staff off-boarding process. Alumni Domain: when switching users to Plan 1, we could also switch their email address from EmailID@ucdavis.edu to something like EmailID@alumni.ucdavis.edu. Google Move: rather than move users to Office 365 Plan 1, we could move them to Google’s DavisMail and then provide the account for life, same as current students.