Managing Box content owned by someone who has left SDSU

Learn how to manage Box content owned by someone who has left SDSU, including moving needed content to a new location, assigning co-owners, and preparing the old folder for cleanup.

Question

How do I manage Box content owned by someone who has left SDSU?

Answer

IT recommends transferring ownership of Box folders before an employee leaves SDSU. This helps ensure that departmental and shared content remains accessible after the employee's departure.

If ownership was not transferred before the employee left, follow the steps below to move the content that is still needed to a new Box location.

To help prevent access issues in the future, Box folders containing shared or departmental content should have at least one co-owner in addition to the owner. Co-owners can manage collaborators and make other necessary changes to the folder.

1. Create or identify a new Box folder where the content should be maintained going forward.
2. Move or copy the content you need from the former employee's Box folder into the new location.
3. Add the appropriate users to the new Box location and assign the access levels they need. Be sure to assign at least one co-owner for shared or departmental content.
4. Verify that everyone can access the new location and that the necessary content was successfully moved.
5. If you are a co-owner of the old Box folder, remove the other collaborators so that only the former employee remains associated with the old location. Only co-owners can make these changes. If there is no co-owner, skip this step. The old folder will be cleaned up as part of the former employee's offboarding process.

Once this is complete, begin using the new Box folder for the content going forward.