How is everyone handling terminated users in office365 backup? Are you exporting the data or just keeping the user in the backup system?
That is all subjective as it depends on your policies when this happens. Do you allow users to take their email with them? Does Security & Compliance require it be kept for X days?
It is one of those “just depends” type answers based on your company policies. 😁
I can’t really speak for backups, but I would assume it would follow what I do with the actual mailbox. Many of my clients just delete the mailboxes so I wouldn’t be concerned with the backups sticking around. If it’s something that they need to keep for archiving or future access by others/replacements, then I convert the mailbox to Shared, unlicense and assign permissions for whomever needs access if anyone, but of course I would still want the shared mailboxes backed up. It’s really a case-by-case of the business need to retain that data, or not.
Like others have said, it depends. That said, I’ve dealt with a lot of clients and I’ve seen most leave the mailbox for 1 month, then delete, so it keeps noise down on the amount of recovery requests.
After the month, most organisations want to keep the data for a period of time after the users have left, typically either for the full backup retention (as there could be regulatory or legal/data hold requirements), or say a 50% retention period for ex-employees, typically for organisations that are concerned with shorter term scenarios such as ongoing projects etc.
You’ll only be carrying the license of the ex-employee for 31 days after the mailbox is deleted from a VB365 perspective, so that shouldn’t be too painful for most organisations, especially as VB365 offers overages such as 10 licenses or 10% extra licenses, whichever is greater.
If you’re happy to leave the data for the retention policies, no further action is required, otherwise you can leverage the Remove-VBOEntityData cmdlet to purge sooner than the retention policy.
For more licensing details this link will help: https://forums.veeam.com/post367734.html
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