prepared by Fay Nickel, Joletec, Inc.
 April 15, 2024

 

SWIFTWALL

Archiving Email/OneDrive and Dropbox for Terminated Employees

Step 1: Immediately after the employee resigns or is terminated, do the following:

Change password, forward emails and set up an auto-reply

  1. Login to the Office 365 Admin center
  2. Navigate to Users, Active Users, select employee
  3. Change their password so you can access their email and OneDrive files
  4. Forward emails to appropriate personnel
  5. Add an auto-reply (if applicable)
  6. Hide the user from the Global Address List (GAL)

 

  1. Notify the new owner of the mailbox how many days they have before the mailbox is purged, if applicable.

Step 2: Archive OneDrive files

  1. Using the new password you created above, login to the users OneDrive account using the link https://onedrive.live.com/
  2. Create a new folder called “Archive”
  3. Move the OneDrive files you want archived into this new folder.
  4. Share the Archived folder and send the link to the appropriate person.
  5. Notify the new owner of the files how many days they have to access the files before they are purged, if applicable.

Step 3: Convert the User Mailbox to a Shared Mailbox (see steps below)

 

  1. Assign an Office365 License with Exchange Online Plan.  

NOTE:  This is temporary, but necessary to access and manage their mailbox.

NOTE: A shared mailbox does not require a license, but it allows multiple users to access and manage its contents.

A screenshot of a computer Description automatically generated

  1. Login to the Office 365 Admin Center
  2. Remove the Office365 and Exchange Online Plan license and any other license assigned to the user
  3. Login to the Exchange Admin Center
  4. Navigate to the Recipients, Mailboxes to locate the shared mailbox you created above.
  5. Select the Shared mailbox you created above.
  6. Edit the Mailbox permissions
  7. Choose “Delegation”

 

  1. Click on “Edit” to Read and Manage (Full Access) the mailbox
  2. Click “Add Members”
  3. Search for Archived_mailbox@swiftwall.com as the mailbox.

 

  1. Click on “Save” and “Confirm”.

 

Step 4: 30-90 ? days after employee termination

Depending on the mission critical data housed in the user’s email you will need to decide what type of action to take next.

 

  • Mission Critical Data that you want readily available, leave in Exchange, no further action needed.
  • Non-Essential data that you do not need to access in the future – User can be deleted.
  • Mission Critical Data you want housed in an external data source – follow Step 5 below.

Step 5: Permanently storing a mission-critical mailbox

You are ready to move the mailbox from online to the external storage and permanently delete the account.

  1. Open your Outlook desktop application
  2. Click on File, Account Settings, Add account
  3. Enter the email address of the account you want to add, select add and be patient (this step can take a long time).  It may seem like your Outlook is locked up, it isn’t.  
  4. Once the account has been added, restart Outlook
  5. Click on File, Account Settings
  6. Locate the new account you added and highlight it.
  7. Select

 

Select the file in your File Explorer and send it to a Zip file.

Move that file to the NAS for permanent storage.