Manage your data when leaving UCSF

When leaving UCSF, it is crucial that you transfer ownership of necessary folders/documents and permanently delete all UCSF data. UCSF data CANNOT leave with you when you separate from UCSF unless appropriate approvals are obtained. Per UCSF policy, your login will be disabled completely once your end-date has lapsed, and you will lose access to anything that is behind your UCSF login. Your data stored in the cloud (e.g. email, Box, etc.) will be deleted within 90 days or less.

  1. Sharing/transferring ownership of UCSF data: You may have data stored in documents or folders that are important for collaborative work with your colleagues and team. Remember to share or transfer ownership of these documents and folders to others so that they can continue any ongoing work. This is important as many of these data sources may be deleted soon after you depart UCSF. Here are a few places to check:
    • Box
    • Research Analysis Environment (RAE)
    • Wynton
    • Network Shared Drives
  2. Deleting/securely removing UCSF data: UCSF data cannot leave with you when you separate from UCSF (unless appropriate approvals are obtained). Be sure to check your personal devices for UCSF data and permanently delete it. UCSF data that needs to be removed:
    • Any UCSF data found in your email, documents, downloads or desktop folders, or external drives
    • Saved passwords to UCSF data or systems
    • UCSF system information
    • UCSF computer applications
    • UCSF network settings
  3. Removing UCSF tools: The UCSF Security Suite will not be automatically removed from your computer after you leave the university. Leaving them installed will not harm your computer, but you may be asked to log into a program that you will no longer have access to.

Directions

  1. Transfer ownership of UCSF data in:
    1. Box
      • Click "Share" on the top right of the file/folder you would like to share and invite your colleagues.
    2. Research Analysis Environment (RAE)

      • Open a ticket with the IT RAE team and provide the name and contact information of whomever will be taking over for your project in RAE.

    3. Wynton
      • If you have data in your /wynton/home (or /wynton/protected/home) directory, move anything pertinent to your team to the /wynton/group (or /wynton/protected/group) directory.
      • If you are the owner or responsible party for your group's Wynton data, email the Wynton team.
    4. Network Shared Drive
      • If you have a personal shared drive directory or folder, copy and paste any pertinent files and folders to a departmental directory that your colleagues are able to access.
  2. Delete UCSF data
  3. Remove UCSF tools

Support

More information on transferring ownership in Box can be found here.

See the Wynton Support page for further support with Wynton.