Chipmunk automatically protects important user data when a staff member leaves the organisation or their account is disabled. This ensures that even after the user has departed, important business records such as emails and files remain safely stored and accessible if needed in the future.

Archiving happens automatically as part of our offboarding process and requires no action from end users.

To learn more about Chipmunk, visit our product page: Chipmunk Automated User Archiving

The archiving process begins automatically when your user account is disabled in Entra ID.

In many organisations, on-premise Active Directory is synchronised with Entra ID. In this case:

• When IT disables your user account in on-premise Active Directory, it syncs to Entra ID.
• Chipmunk detects the disabled account in Entra ID only and starts archiving.

If your organisation only uses Entra ID, Chipmunk will detect the disablement directly there.

Once Chipmunk detects your account is disabled in Entra ID, the following process takes place:

1. Step 1: User Detection
   1. Chipmunk monitors for users who have been disabled in Entra ID.
   2. When your account is detected as disabled, Chipmunk queues your data for archiving.

1. Step 2: Data Statistics Collection
   1. Chipmunk gathers information about your data.
   2. It calculates the number of emails in your mailbox and their total size.
   3. It also calculates the number of files and folders in your OneDrive and their total size.

1. Step 3: Archiving to Azure Blob Storage
   1. Chipmunk securely copies your data to Azure.
   2. Emails: Every email from your mailbox is downloaded and saved.
   3. Attachments: All email attachments are saved with the emails.
   4. OneDrive Files: All files and folders from your OneDrive are downloaded, preserving the original folder structure.
   5. All archived data is uploaded directly into your organisation’s Azure Blob Storage.

All archived data is stored securely in your organisation’s Azure environment.

• This ensures data stays within company-controlled storage.
• Storage costs are minimised using Azure's long-term retention options.
• IT retains access and control over all archived data.

Data is stored for as long as required to meet company retention policies. It can be restored if needed at any time during retention.

No.

Once your account is disabled in Entra ID, Chipmunk automatically starts the process. There is nothing you need to do.

If your archived data is ever needed again, it can be restored by your IT team.

To request a restore:

• Contact your IT support team or log a service request.
• Archived emails or OneDrive files can be restored to a shared drive.
• Archived data can either have individual file restores, or full emails / onedrive files restored