> For the complete documentation index, see [llms.txt](https://docs.ccv.brown.edu/storage-and-transfer/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ccv.brown.edu/storage-and-transfer/campus-file-storage/offboarding.md).

# Offboarding

### Offboarding and Data Management

When a researcher or employee leaves Brown University, a department or administrative group changes, or a research or administrative project comes to an end, it is important to review and appropriately manage the data stored in Campus File Storage.

Proper offboarding ensures that important **research, departmental, and administrative data** remains accessible to the appropriate people, is retained when required, and is removed when no longer needed. It also helps prevent unnecessary storage usage and associated billing after a user, project, or organizational need has ended.

Before a researcher or employee leaves Brown, or before a project or service is discontinued, the **data owner or responsible party** should determine how the data should be managed. There are three primary options:

#### Option 1: Transfer Ownership

If the data is still needed, responsibility for the data can be transferred to another **PI, researcher, employee, department, or other appropriate responsible party**.

This is the recommended option when the data needs to remain actively accessible and managed within Brown.

As part of the transfer:

* Identify the new data owner or responsible party.
* Review the existing users and access permissions.
* Update the appropriate AD security groups as needed.
* Confirm that the new owner or responsible party has appropriate access to and responsibility for the data.
* Ensure that any associated storage or billing information is updated as necessary ([Quota Change Request](https://www.help.brown.edu/servicedesk/customer/portal/16/group/55))

#### Option 2: Delete the Data

If the data is no longer needed, it can be **deleted**.

Before deleting data, the data owner or responsible party should verify that:

* The data is no longer required for research, departmental, administrative, operational, or other business purposes.
* Any applicable retention requirements have been satisfied.
* Required approvals have been obtained.
* No additional copies or dependencies need to be retained.
* Ensure that any associated storage or billing information is updated as necessary.  ([Quota Change Request](https://www.help.brown.edu/servicedesk/customer/portal/16/group/55))

Data deletion can be requested in either of the following ways:

1. **Using the Hibernate Service**\
   If you have an existing Hibernate Zone, you can identify the folder for deletion by applying the `Hibernate:Delete` tag and then submit a [Hibernate request](https://www.help.brown.edu/servicedesk/customer/portal/16/group/55). This option is appropriate when you are already using the Hibernate service to manage the data.
2. **Submitting a Storage Help Ticket**\
   The **data owner or responsible party** can submit a [Storage Help Ticket](https://www.help.brown.edu/servicedesk/customer/portal/16/group/55) requesting deletion of the data. If the request is submitted by someone other than the data owner or responsible party, confirmation from the appropriate **departmental chair** is required before the data can be deleted.

#### Option 3: Archive the Data

If the data needs to be retained but does not require regular or immediate access, it can be **archived using the** [**Hibernate**](https://docs.ccv.brown.edu/storage-and-transfer/hibernate/overview) **service**.

Archiving may be appropriate when:

* A research, departmental, or administrative project has ended, but the data must be retained.
* A researcher or employee has left Brown, but the data has ongoing retention requirements.
* The data is not actively used but may be needed in the future.
* Long-term retention is required without the need for continued active access
* Ensure that any associated storage or billing information is updated as necessary.  ([Quota Change Request](https://www.help.brown.edu/servicedesk/customer/portal/16/group/55))

Using an hibernate service can reduce the need to maintain inactive data on active Campus File Storage while preserving it for future retrieval. Please visit the [Hibernate documentation](https://docs.ccv.brown.edu/storage-and-transfer/hibernate/overview) to get started with Hibernate.

Early planning is strongly recommended. Ideally, data ownership and disposition should be determined **before the researcher leaves Brown or the project officially ends**. This provides sufficient time to transfer access, archive data, or safely delete data without disrupting research or other operations.


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