How to archive files from the PC of former employees?

Question

System administration

I have a PC in the domain, cloud telephony and Yandex.Mail for the domain.
Files on a PC are stored in My Documents and on the Desktop, fortunately I taught people to do this, since we use a backup system.
I would like to come up with some kind of algorithm for archiving all this data, if an employee, for example, quit. It’s just that you can’t delete everything - Yes, there is CRM ... yes, everyone should use it and save everything important in Tasks to the cloud .... And still, people come to me consistently every 2 weeks with the questions “Is it possible to get something from the PC of a certain Vasya, who quit n months ago?”….
Now I just download his telephone conversations from the PBX before deleting the account, change the password in the mail and set up redirection to the mailbox of the head of the department in which the person worked, and together with the files from the PC, I simply upload all this to the department ball.
But something tells me that there are much more adequate ways to solve my problem.
There were attempts to introduce some kind of case transfer system, like you are now doing Vasya's work ... here are all his files ... sort it out, and delete the unnecessary ... There was zero sense from such an approach. The files continued to accumulate on the ball in the "Disassemble" folder. After several attempts, I gave up on this ...
Please share your experience with files and data when employees are fired.
I would like to understand exactly the methodology ... you can write a script that will do this in auto mode without any problems. The question is - What, How and Where to store?

Answer 1

Files on a PC are stored in My Documents and on the Desktop, since I taught people to do this,

You have taught people bad things. The camp / screw will break and you can say goodbye to the docks.
Instead of making one network folder, and personal users in it (and hooking them with scripts or through GPO if there is a domain), and then backing up 1 folder to the storage. You doom yourself to install and configure some kind of backup on each PC and then reconfigure it every time you change the user.
You must understand that the admin is a lazy animal, and he will not do the same thing 20 times if it can be automated.
And convincing people to store everything in network folders, and not on the "Desktop" or my documents, is very simple. When they come to you and say that it is impossible to restore a file that someone made there all day? - You answer "No". When a user restores files a couple of times from scratch a couple of times, he immediately starts storing where they said. Checked more than once.
Let me summarize. You make a network folder of the UsersFolder type in it as a personal folder with the appropriate rights for each. The user leaves - the account is blocked. When someone needs to give access, just open the folder with read permissions.

Answer 2

It is strange, of course, that it was hung up on IT.
In theory, the resigning employee himself must convey the necessary information (to a new employee, manager or substitute).
What I use:
Standard backup script in the scheduler
https://www.gotoadm.ru/create-backup-image-windows...
www.outsidethebox.ms/15323
I liked the free utility (while testing)
https://www.veeam. com/ru/windows-endpoint-server-b...
Add:
www.superbasis.de/copymik/index.htm#rus

Answer 3

You are not solving the problem from the wrong side.
And if not an employee quit, but a laptop was stolen? Go just the SSD is broken?
It is necessary to initially build processes so that data is not lost.
Set up backups, control the work of employees, use clouds, etc.
Your way is obviously bad.

Answer 4

Files on a PC are stored in My Documents and on the Desktop, since I taught people to do this

You shouldn't have taught them that way.
Now retrain to store on the server.
The employee maintains the project and stores all the data in a folder on the server.
Everyone who needs it has access to this folder, and everyone who does not need it does not have access.
For posting garbage, trash and personal photos on the server and in general a mess in projects - they deprive you of your bonus, swear or fire you for nothing.

The question is - What, How and Where to store?

What belongs to the employee - to store on the employee's computer - his settings, accounts, personal files, etc.
What belongs to the organization to store on the centralized storage of the organization - documents that the employee created for the organization, and which may be required in the future.