Departmental access to university data must be ensured throughout the employee lifecycle. NIU Employees may change positions, retire, or leave the university for any number of reasons; and it is the responsibility of the department to continue operations throughout these changes by making sure all university data remains accessible to the department.
It is important for departments to know that, based on the employee account type and schedule of access defined by the NIU Account Lifecycle, employees that separate from the university will automatically lose access to their NIU email and files. In addition, a short period after their separation, all the data in their individual email box and file folders will be permanently deleted. The deleted data could include vital documents that may not have been transferred to the department during an exit interview.
Following these guidelines will help departments maintain university data availability through all types of employee events and changes.
It is recommended that the department determine which university email and files should be stored and used from shared resources in O365 or in NIU managed departmental servers; and which can be stored and conducted from an employee’s individual resources such as their individual email box, individual OneDrive, or individual local computer.
The benefits of using shared resources are:
Important items to note when using shared resources:
It is recommended that the departments take the time to set employee expectations on university data management. This is especially helpful when onboarding a new employee. This includes but is not limited to:
It is recommended that the department develop and document a plan for common but unpredictable life events that may prevent an employee from continuing their work with a department. Examples of this could be a sudden illness or accident.
Unfortunately, another unpredictable event could be that an employee became the victim of a hacking attack or ransomware that makes university data unavailable.
Other common issues are more predictable such as an employee leaving the department for any number of reasons. The department should have a thorough checklist of data and knowledge to transfer to the department prior to the planned exit of an employee. This should be implemented as far in advance of the employee’s last day with the department as possible.