There is some times when any of your employees resigns or leaves the company and as a System Administrator or Helpdesk Administrator, it shall be your job to either retain his/her OneDrive data as per organization policy or delete it. On the other hand, what if that employee comes back to the organization and then you have enabled his/her account and all the applications he had been using in the past. In this situation, the people responsible for operations must consider their organization retention policy and especially see this article by Microsoft explaining the OneDrive retention and deletion process.
One extraordinary scenario occurs when there is a duplication of the OneDrive for Business personal site URL for the same user who got enabled after being disabled. This can be confusing for the manager as he/she might receive an email from Microsoft for deletion in some X days and also for operational people as they could see two different URLs and will not be able to decide which one to retain or delete.
Here are some troubleshooting steps which I followed while encountering a similar incident for a user.
- As a SharePoint Admin, first go to SharePoint Admin Center > User Profiles > Manage User Profile and look for the activated and deactivated account for the user. Then check their Personal Site URL under “Edit My Profile” settings. You will notice a numeric (e.g. 1, 2) appended in the end of the OneDrive URL. This numeric is actually added by Microsoft to distinguish between old and new OneDrive i.e. before disabling and after re-enabling user. Note down both of these URLs and see which is suppose to be deleted by Microsoft in X days.
- As a SharePoint Admin, make sure to check the Status of OneDrive for Business personal site using below PowerShell command.
Get-SPOSite -identity <OneDriveURLYouGotFromStep1> | Select Url, Owner, StorageUsageCurrent, StorageQuota, Status, LastCurrentModifiedDate
- From above command, you will get to know which OneDrive URL is currently being used by user and what its status is.
- One more confirmation which is optional, from Office 365 Admin Center > Active Users. Search for the user and click OneDrive. Get the access link for his/her OneDrive as SharePoint/Global Admin (WARNING: This will give you access to the user’s OneDrive. Do this step only as per your choice). Copy and paste that URL on browser to go into the OneDrive and notice the URL if it matches with any of the URLs you got from Step 1.
- Once you have confirmed the active OneDrive URL, you can delete the other OneDrive URL or do the needful action as per your organization policies suggest.
I hope this will help the System Admins or Helpdesk people to troubleshoot this situation if they encounter someday. Good luck.