What happens to a Google account if an employee leaves the University or changes roles?

 

  1.  Below is a table outlining details of what happens with a University Employee Google Drive data if they leave
       or change roles. 

Employee Leaves Employee Changes Department Employee Changes to Student Other Change?

PEND_DELETE is added at the end of their account's name in all apps. Data is not deleted; employee loses access based on grace period.

  1. Gmail: Forwarding can be setup; use Takeout to get copy of email.
  2. Calendar: Manually recreate any needed meetings.
  3. Drive: Verify the account pending deletion is the OWNER of the file either by what is displayed in Google Drive search results OR by looking in the Document details - while in the document, click File>Details. Evaluate if the file(s) need to be retained. If there are large amounts of files/folders contact the OneIT Service Desk for assistance in moving these files/folders. 
  4. Groups: Group manager can be changed to another employee.
  1. Gmail: Forwarding can be setup by employee; use Takeout to copy any email needed by old department.
  2. Calendar: Manually recreate any needed meetings.
  3. Drive: Employee should change ownership of department data before departure; sharing permissions remain the same.
  4. Groups: Group manager can be changed to another employee.
  1. Gmail: Forwarding can be setup by employee; use Takeout to copy any email needed by old department.
  2. Calendar: Manually recreate any needed meetings.
  3. Drive: Employee should change ownership of department data before departure; sharing permissions remain the same.
  4. Groups: Group manager can be changed to another employee.

Contact the IT Service Desk.

 

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