Can manager access the OneDrive for Business of a departed employee beyond default 30 days?

    General discussion

  • Managers usually get following notification when a departed employee's account is deleted from AD. 

    "User1's account has been deleted from the Active Directory. Their OneDrive for Business will be preserved for 30 days. You're the temporary owner of all documents saved to their OneDrive for Business. If you would like to save content beyond the 30 day retention period, you can copy important documents to another location. You can also contact your administrator to reassign ownership to another OneDrive for Business owner. After 30 days, User1's OneDrive for Business will be permanently deleted." 

    I would like to know if the manager can access employee's OneDrive data beyond 30 days without placing it on hold. According to this article, the default retention days can be set to max 3650 days. Does it mean the OneDrive data of the departed employee will be kept for 10 years instead of 30 days? Once change the default retention days to 3650 days, will the text "30 days" automatically be changed  to "3650 days" in the notification ?

    "I was surprised to see that the May 2016 release of the SharePoint CSOM (v 16.1.5312.1200) introduced a new property called OrphanedPersonalSitesRetentionPeriod that allows you to Get or Set the default retention days to OneDrive for Business sites. Even better, the values can be set between 30 to 3650. That’s measured in DAYS! Which means max value is 10 years!!"

    Thanks In Advance !

    This posting is provided AS-IS with no warranties/guarantees and confers no rights.

    • Edited by KungfuPanda2 Monday, December 12, 2016 7:50 PM
    • Changed type KungfuPanda2 Tuesday, January 10, 2017 4:54 PM waiting for answer
    Monday, December 12, 2016 7:39 PM

All replies

  • Yes, we can now set the duration for which the ODFB sites will be kept. This doesn't prevent anyone from deleting files though, so if you need to meet compliance requirements Hold is still the answer.

    You can use SPO PowerShell to configure ODFB sites retention:

    Set-SPOTenant -OrphanedPersonalSitesRetentionPeriod 3650

    Tuesday, December 13, 2016 7:21 AM
  • Thanks Vasil for you answer. Regarding my second question in the post, will it change the text "30 days" to "3650 days" in the notification or it is something we can manually  change ?

    This posting is provided AS-IS with no warranties/guarantees and confers no rights.

    Tuesday, December 13, 2016 4:24 PM
  • Havent bothered to check on that, sorry :)
    Tuesday, December 13, 2016 8:02 PM
  • I run Set-SPOTenant -OrphanedPersonalSitesRetentionPeriod 3650 and found the manager not receiving the notification anymore when OneDrive cleanup process starts for departed employees. Can anyone share experience what happens to the notification when the default retention days of OneDrive changes? Thanks in advance.

    This posting is provided AS-IS with no warranties/guarantees and confers no rights.

    Monday, December 19, 2016 4:19 PM