If you don’t have access to Data Governance/retention in your subscription, it’s an uglier manual process to get this data backed up or transferred before you decom the account. Office 365 E3 or E5 and Microsoft 365 plans (including Business) will all have the “right stuff.” But before you get started, licensing considerations will come into play: your life will be SO MUCH EASIER if you have access to the Data Governance features, e.g. We can handle both with native tools (that is, without relying on a third party). But the data repositories that most folks will care about are: For instance, I am not aware of a way to preserve or retrieve stuff like personal Flows that the user may have configured. And more bad news: some Office 365 data probably just isn’t coming back at any time, if you needed to retrieve it later on. So if you need to get into a deleted mailbox that is more than 30 days old… Sorry.
I’ll start with the bad news: when you power down a user account and remove the license, it is going to delete the corresponding data for that user after a short period of time. Those cloud licenses cost real money after all, and you will likely want to recover the license sooner than later, in order to reassign it to a replacement person. The crux of the considerations related to departed users in Microsoft / Office 365 really just boils down to licensing for most organizations: you don’t necessarily want to leave departed users hanging around forever. But, today, we’re just going to talk about Microsoft / Office 365 and using Data Governance / Retention Policies in advance of spinning those services down for terminated user accounts. sometimes there are other applications, security badges, telecom systems and so on to consider. And, depending on what all is in the environment, there may be more or less “to it”–e.g. It is hard to argue there is one “best way” to handle everything (although there are certainly wrong ways to do it).
Some have no real organized methodology and it’s a hassle every time, while others have a well-developed practice or script around each process. Going from one organization to the next, I am always amazed at how different people implement their own take on new user setups or decommissioning departed users.
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