Arranging transfer of electronic information prior to an employee separating from Duke allows for the smoothest transition for both the department and other administrative areas.  Once an employee has left Duke, access by a department to a former employee’s email or files must go through the Account or Data Access Policy.  The following is a list of things a university department should consider transferring or addressing prior to an employee’s last day.

Email & Calendar

  • Pass along any historical emails that are relevant and still needed by the department
  • Place Out of Office notice on account directing senders to a new contact
  • Transfer ownership or reschedule existing/upcoming meetings
  • Forward invites for future meetings to relevant parties
  • Confirm ownership of distribution groups used for access control to shared resources

Files

  • Ensure any files stored on laptops/desktops are moved to shared file space (Box, OneDrive, Department File Share)
  • Box / OneDrive
    • For files that are not already in a shared location, move to a shared storage space
    • For individually owned files, ensure there is a co-owner of these files, and co-owner should copy/move files to a location that will persist such as Box shared folder owned by Kits

Zoom

  • Transfer ownership or reschedule existing/upcoming meetings

Qualtrics

  • Transfer any needed surveys to new owner

1Password

  • Ensure any shared passwords are stored in a “Shared Vault” and not in the employee’s personal vault
  • Ensure any groups where employee is a manager have an additional person listed as manager so access to that vault is not lost

Additional References