Your Microsoft 365 account when you leave IU

• Overview
• How long you'll have access to your files
• Preserve your data
• If you have institutional data

Overview

When you leave Indiana University, all data stored in individual accounts, such as Google at IU My Drive and Microsoft OneDrive at IU, is subject to deletion.

• Employees leaving the university should ensure ownership changes as appropriate to retain needed data.
• Employees whose collaborator is leaving the university should review ownership of shared content and work with the departing employee to make appropriate changes.

How long you'll have access to your files

How long you can access your IU Microsoft data depends on your status as a student or employee:

• Students: As with your other IU computing accounts, your IU Microsoft 365 account remains active as long as you are enrolled at any IU campus. If you are not enrolled in any courses through the IU Registrar for two consecutive terms (fall, spring, and summer are each considered one term), UITS will disable access to your IU computing accounts, including your IU Microsoft 365 account. After 30 days of being disabled, accounts are deleted.
• Faculty and staff: As an IU employee, your IU computing accounts remain active as long as you are employed at any IU campus. When your employment at IU ends, you will have 7 days before UITS will disable access to your IU computing accounts, including your IU Microsoft 365 account. After 30 days of being disabled, accounts are deleted.
• Retired faculty and staff: For details, see Access to IU resources for official IU retirees.

Preserve your data

When your IU Microsoft 365 account becomes inactive, you will no longer have access to your Microsoft OneDrive at IU account. In addition, you will no longer have access to files shared with you by other IU Microsoft 365 accounts, including files on IU SharePoint Online sites. Before your IU Microsoft 365 account becomes inactive, make sure to copy any personal files you want to keep to another location and transfer any shared files to those who need them.

If you have institutional data

If any of your Microsoft OneDrive files contain institutional data, you must move them to an IU resource that's approved for storing such data.

First, determine whether your files are individual (personal) or institutional.

If some data is in fact institutional and not personal, you can follow the instructions to move those files into appropriate institutional storage.

For further details on storage options, see Options for storing files at IU.