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Strategies for Dealing with Files from Offboarded Staff

Orphan

PROS
  • Zero effort
  • Files are readily identifiable as orphaned since there is no valid owner
CONS
  • Orphaned files are unmanaged
  • With staff turnover, the volume of orphaned files grows over time
  • Orphaned files increase storage costs
  • May reduce the efficiency of searching for files, or retrieving other files from storage
  • Possibly presents legal, privacy or security risks

Inherit

PROS
  • Minimal effort
  • File ownership is assigned to an appropriate person
  • Files will be managed to the same standard as all other files in the organization
CONS
  • The new owner may not be aware of what is in the files, and so may not be able to effectively manage them
  • If the new owner cannot effectively manage the files, they are effectively orphaned with all of the disadvantages of orphaned files
  • Files cannot easily be identified since they have been assigned a valid owner

Big Bucket Retention

PROS
  • Files can be managed in place or exported to archive
  • Content is now owned and managed by the organization, not an individual
  • A specific retention policy is applied and all files will be disposed of
  • Minimizes management effort by managing everything together
CONS
  • Does not provide a fine-grained approach to managing the files
  • Temporary files, duplicates or convenience copies may be retained longer than necessary

Review and Reclassify

PROS
  • Every file is effectively repurposed or disposed of
  • Using AI technologies may allow all files to be automatically processed in a reasonable amount of time
CONS
  • Reviewing each file takes significant effort
  • Manually reviewing each file may be cost prohibitive

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