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Don’t Lose Important Files: OneDrive Handover Tips for Managers

09 November, 2025

When a colleague leaves KAUST, OneDrive often gets missed in the handover. This article highlights the 60-day window, what the notification email looks like, and what both managers and departing staff should do to ensure a smooth, secure transition of data.

What Happens When Someone Leaves

After a KAUST account is removed from Active Directory, Microsoft automatically sends an email from SharePoint Online <no-reply@sharepointonline.com> to the person’s manager or designated delegate. The message confirms that the individual’s OneDrive for Business is preserved for 60 days, and that the recipient is the temporary owner of the content during that time. A direct link to the OneDrive is provided for quick access. After 60 days, the OneDrive and all contents are permanently deleted.

Key Takeaways

  • The manager or delegate receives a notification with a link and temporary ownership.
  • There are 60 days to review, copy, and move needed files.
  • After the retention window, content is not recoverable.

Good Handover Starts Before Departure

For Departing Staff

  • Move any files others will need to your team or department SharePoint site.
  • Confirm with your manager which documents must remain accessible.
  • Remove personal or non-KAUST files. Do not store sensitive personal data in OneDrive or SharePoint.
  • Complete all moves before your final working day.

For Managers and Team Leads

  • Use the email link to access the OneDrive during the 60-day window.
  • Copy required files into your SharePoint site with proper permissions.
  • Ensure your team has the right shared structure for ongoing work.
  • If you don’t have a SharePoint site yet, contact the IT Service Desk for setup guidance.

⚠️ Use OneDrive and SharePoint the Right Way

OneDrive is provided for an individual’s work-related KAUST data, not as a permanent home for team files or a dumping ground for personal content and photos. All KAUST-issued laptops, accounts, and Microsoft 365 services are the property of the University and are intended solely for official University operations.

What the 60-Day Email Looks Like

Example of the SharePoint Online email notifying a manager that a departing employee’s OneDrive is preserved for 60 days.
Screenshot: The automated email from SharePoint Online confirms temporary ownership and the 60-day retention period, with a direct link to the OneDrive.

Quick Checklist

  • Agree on what needs to move and where it belongs in SharePoint.
  • Move or copy files with clear names and correct permissions.
  • Clean up OneDrive and remove non-KAUST content.
  • Confirm completion with the manager before the final day.

Need Help Deciding Where Data Should Go?

Team members should ask their managers before their last working day. Managers and team leads can contact the IT Service Desk for recommendations or help establishing a SharePoint site for their team or department. Reach us via VITA or call 910 (012-808-0910) during business hours.