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Offboarding

There are few steps that are initiated when a user leaves the AI Center and which will be triggered once the user (or a group representative) indicates a leaving period. ML Cloud User offboarding should be taken seriously to ensure that the organization's data and resources are protected.

The process of offboarding is triggered by the Group PI or Group Admin by specifying a date of user leaving (during account creation) or by requesting a user removal from the management system. The ML Cloud team then triggers the offboarding procedure:

  • Sending an Offboarding Email;
  • Deactivating the account and reowning data to Group Manager or PI;
  • Periodically clean old user folders;

Type of resources the user will have no access to:

Effective the offboarding date the user's ML Cloud Account and associated credentials are deactivated and the user will no longer have access to the service including:

  1. Slurm: all jobs past the effective date of offboarding are cancelled

  2. Openstack: VMs are stopped and offloaded and all floating IPs are released.

Important

Effective the day of departure, the ML Cloud team will stop the VM and will schedule it for deletion after 14 days.

3 Gitlab: - If the user has any projects they would like to retain from the ML Cloud gitlab, please fork them from the ML Cloud gitlab to a preferred repository outside of the ML Cloud before the date of departure. 14 days after offboarding, the projects will be deleted.

  1. ML Cloud Mailing List: - the user's email to the ML Cloud mailing list will be removed.

Data and Files

Prior to offboarding, we kindly request that the user reviews their data and files stored in:

  • $HOME;
  • $WORK;
  • CEPH (archival);
  • Nextcloud;

It is important to securely store (outside the ML Cloud) any necessary documents, data, or files one may require for future reference or handover purposes.

What happens to a user's data (in each storage point) after the offboarding date?

As a general policy, the user's access to data stored in these points will be removed. Twelve (12) months after the effective date of departure (or by a direct instruction at any point from the PI), the data will be permanently deleted from each point and all data lost. Here are some exceptions:

  • $WORK - ownership of $WORK is transferred to the user's PI or Group Manager, effective from the user's departure date; they will decide whether the data should be archived or deleted to free up quota.
  • $HOME - Please either move data to CEPH s3 bucket or back up everything locally.
  • Gitlab - If the user owns a project that is used by another team member, please transfer the project ownership to that user, or make sure the project has been forked by the responsible user.
  • CEPH - All buckets and respective data within the archival storage (CEPH) is considered archived. Ownership of all buckets within CEPH is transferred to the Group PI or group manager, effective on user departure date.

If the user has any published data through CEPH, please discuss with your PI/group manager and contact us for possible ownership status.

Last update: October 24, 2024
Created: June 29, 2024