Wednesday, 29 June 2016

Before you leave...

Jamie Clark of IT Support explains what you need to do with your IT account when you're leaving the University.

'Goodbye' by woodleywonderworks
used under a Creative Commons licence
If you're leaving the University soon, you might have wondered when you'll lose access to your IT account. This depends on whether you are a member of staff or a student. Students can still access
their IT accounts for 90 days after their official course end date. Staff accounts will close one day after their employment ends (as required by research funders and auditors).

We would encourage anyone leaving the University to think about the data you have stored in your account. You might have data in your University filestore, Google Drive or email account. What will you still need after you leave?

Whilst it's tempting to take everything with you, you need to be aware of the University's Information Security policies. You must ensure that you do not take anything that would be considered restricted or confidential information:
A common query we get from leavers is how to export University emails to a personal Gmail account. We recommend a tool called Got Your Back if you want to keep the labels you've assigned to your emails. Got Your Back is a command line tool, so it looks a bit daunting at first, but we've put together step-by-step instructions. Or you might prefer to use the simpler Google Mail Fetcher method, but keep in mind that this is much less flexible. It can't export a subset of your emails (it will take everything in the All Mail section of your account) or keep any labels.

You also need to think about whether you own any files that will still be needed by your colleagues and transfer these to someone else. We often get requests from people who need to access files in a former colleague's closed account. We can only provide this once we have received the appropriate authorisation. This creates a delay which may cause problems for your colleagues.

The same applies to any non-personal accounts. For example, if your team uses a shared email address you need to make sure you get in touch with us to nominate a new owner. If you don't this account will also close when you leave. Then we can only transfer the account after we receive authorisation and in the meantime your colleagues won't be able to access it.

It's best to start thinking about all this as early as possible and make sure you leave enough time to take care of everything before you leave. Don't put it off until your last few days, as this doesn't give us much opportunity to help you if there are any issues.

For further guidance (including instructions on how to export data from your account) take a look at our website:

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