Dropbox: Accounts for People Who Leave U-M

Overview

U-M Dropbox is provided to active faculty, staff, students, and sponsored affiliates. Employees whose U-M employment ends will lose access. If you are to lose access, you will receive an email notice 30 days before your access ends. This document explains what steps to take before you leave the university and lose access to your U-M Dropbox account.

Note: U-M Dropbox accounts remain intact for emeritus/emerita faculty who retain all standard computing services. For details, see 19.K Emeritus/Emerita Status in the U-M Faculty Handbook.

​Important: @umich.edu email addresses and MCommunity groups cannot be used to create personal Dropbox accounts.

For more detailed information on what happens when someone leaves U-M, see Leaving U-M.

Retaining Your Files

Before your affiliation with U-M ends, be sure to download and save all personal files in Dropbox to another location, as detailed below.

  • Move files/folders containing university data (sensitive and non-sensitive) into a folder owned by another individual at the university or into a Team Folder. Alternatively, you can change ownership of a shared folder containing university data to another individual.
  • Download all personal files/folders. (Personal Dropbox accounts include 2 GB of free storage.)
  • Change ownership of folders containing personal data to another personal Dropbox account (if you would prefer not to download your personal data)
  • ITS recommends saving your personal files to your computer.

Uncooperative Departures

An uncooperative departure is when the affected U-M person cannot be relied on to assist with their departure.

If the departure involves an uncooperative employee, the best practice is to involve ITS User Advocate as soon as possible by emailing itua@umich.edu.

With User Advocate involvement, Dropbox Administrators can assist in:

  • Preserving the contents of a Dropbox account.
  • Changing the ownership of Dropbox files/folders from one account to another.
  • Suspending the Dropbox account’s access sooner than the automated process.
  • If time critical, downloading university data from the person’s Dropbox account.
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Last Updated: 
Friday, March 19, 2021