Updated 02/2024
Someone recently asked me if there is any documentation on what people leaving Extension should do with their files. What a great idea! I just had a team member leave and this information would have been very handy for the whole team to know during that process.
Kristen Mastel (Extension's former Librarian) and I (Amy Baker) collaborated on this blog post with updates from the ELT team over time. Let us know what other questions we can answer about file storage and archiving!
Kristen Mastel (Extension's former Librarian) and I (Amy Baker) collaborated on this blog post with updates from the ELT team over time. Let us know what other questions we can answer about file storage and archiving!
Team-relevant files you own, what to do with them
Computer Files
For most people in Extension, every file on your hard drive (“C:”) will be deleted shortly after you leave when your workstation is wiped for its next user. Put team-relevant files somewhere accessible to your team! If your team uses a shared (“S:”) network drive, you can put them there (not to be confused with your home (“H:”) drive, which you team cannot access).Google Drive Files
Google Drive files are extremely difficult (sometimes impossible) for others to fully use after you leave. Move team-relevant documents into a Google Shared Drive, or, alternatively, transfer ownership to a current team member file by file. Tip: ask your colleagues to search their My Drive for any files they need that you still own (owner:email@umn.edu). In a Shared Drive, the whole team owns the file, and it doesn’t matter who comes and goes as much, but make sure there are colleagues remaining listed as "managers." Learn more about Shared Drives in this Quick Bytes post.Google Sites
If you are the owner of any Google Sites, transfer ownership to a team departmental account, the Extension web team account mnextweb@umn.edu, or a current team member. This will ensure the site can be maintained after you leave.
Zoom recordings
Do you have recorded Zoom webinars in your account? You can transfer ownership of those inside the tools.YouTube
Do you have a team-relevant YouTube channel? Make sure to leave an active team email account (or a team member) as the "owner" of the channel. Your team will not be able to access your channel or download your videos unless they are channel managers and an active account is the owner (only available on Brand Accounts). If no one else can own the channel, you should download the videos and provide them to your team. More info from YouTube here.
Kaltura Mediaspace
Do you have teaching-related videos in Kaltura? Whether you’ve added them through Canvas or mediaspace.umn.edu, go to Mediaspace and change the media owner before you leave.
Qualtrics
Do you have Qualtrics surveys that your team will need access to either the form or the data? You as a Qualtrics user do not have the permission to change ownership on a survey, but the University does. To transfer ownership of a Qualtrics survey, email survey@umn.edu with the name of the survey or files in your account and the email address for the account to which you’d like it transferred.ArcGIS map content
After leaving the University, you will no longer be able to log-in to edit or manage your ArcGIS Online content. We intend for publicly shared content to remain visible for at least one year. We encourage you to delete any unshared, unneeded content.If you are collaborating with others on ongoing projects, consider transferring ownership of items to them. Only content owned by an active account can be edited. Learn more about transferring ownership of ArcGIS content.
If you would like to maintain access to your data, web maps, and StoryMaps over the long-term, you will need to download your content or copy it from your UMN ArcGIS Online account to another ArcGIS Online location. See the UMN ArcGIS Online - Offboarding document to learn more about your options for managing your content long-term.
Contact the U-Spatial help desk with questions or for assistance (uspatial@umn.edu).
Other resources
Z-Links
Do you have any Z-links that should be transferred to someone else? If you have several Z-links to transfer, you could create a Collection and share your Z-links with a group of people or with a departmental account. Read more about managing Z-links, transferring ownership and Collections.
Licenses
Do you have software licenses or logins to online tools that you can transfer to another person on your team?Google Calendar events and associated Zoom links
Change ownership of events that you initiated in Google Calendar but will carry on without you.- Click on the three dots at the top of a previewed calendar event (or the “More Actions” drop down when editing) and click “Change owner.”
- Enter the email of the new owner and edit the message if you need to.
- Click Change owner. The person you selected will receive an email with a link to accept ownership of the event(s).
- While the Zoom link will work for a period of time (if alternate hosts are added), for ongoing events it is recommended that the new owner create a Zoom link in their account.
Canvas courses
Are you an instructor in a Canvas course that is active or learners still have access to? Be sure to update Canvas course instructor listing in the People tab and any references throughout the course. Also email ELT at exttech@umn.edu to let us know changes should be made to your event listing on the website, registration page, and so we know who to reach out to if customer service issues arise.A few words from your (former) librarian...by Kristen Mastel
Keeping things with archival value
I am betting you have content in your files that would be of value to the history of Extension and various programs being offered through Extension. When possible, staff are encouraged to deposit copies of published research outputs.- University Digital Conservancy (UDC)- our digital repository has program information from the various Centers (e.g. factsheets, reports, bulletins, toolkits) along with staff and faculty research publications.
- Did you collect data as a part of your position? Data Repository of the University of Minnesota (DRUM) is a repository for digital research data generated by U of M researchers, students, and staff.
What about all those piles and file drawers of paper?
First, please pass along relevant documentation on processes and programs on to colleagues as deemed appropriate. Second, sorry, those photocopies and printouts of journal articles are outside of the collecting scope of the Libraries. Do you have historical documentation that may be of interest to others (e.g. factsheets, reports, bulletins, toolkits, data, field notebooks)? The Libraries may be interested in it to scan and add to the UDC or possibly add to the archives. If so, please contact our librarian, librarian, Stephanie Sparrow.
Can I still access my umn.edu account?
Learn about the criteria for account access and the UMN.Can I still access the Libraries?
As a land grant, the University of Minnesota Libraries are open to all residents to use. However, your access will change when you leave the University. A few helpful tips:- Use MNLINK to request materials from the UMN Libraries to be delivered to your local Minnesota public library (if you are leaving the state other library systems have similar resources).
- Try to find articles using Google Scholar and the Electronic Library of Minnesota.
- Try free PDF extension tools to locate open access articles, such as Unpaywall.
Great collaboration on this blog, Kristen and Amy, and all of the content provided.
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