Prepare: Google Files "Pending Deletion" to be Deleted June 7

Beginning June 7, 2025 the Office of Information Technology (OIT) will delete files stored in Google Workspace accounts that have been closed for six months or more. As of June 2024, Google accounts are closed after people leave the University (excluding Faculty Emeriti, per University policy).

Due to changes in Google products and services (such as the availability of shared drives) and inconsistent offboarding practices, you may need to take action to retain files that were shared with you by someone who has since left the University. Examples include:

• Research data
• Administrative forms, documents, sheets, and slides
• Teaching and Learning documents

Find and Retain Files After Collaborators Leave the University

Find Files

There are several ways you can find files that are shared with you that scheduled to be deleted.

• Opt into Monthly Notifications on Files Pending Deletion
• Google Drive: Use Filters to Search for Files with Labels
• Use Google Drive's search feature to find files shared with you by a specific person who has left the University

Move Files

Available to Faculty, Staff, and Student Employees

As of January 28, 2025, faculty, staff, and student employees are eligible to use the Permission to Move Files request process. With manager approval, this process enables you to move files under specific conditions:

• You have edit permissions to the file you want to move
• The file is labeled "Deletion Pending."

Learn more and request Google: Permission to Move Files Request Process. 

See also: Google: Common Challenges When Moving Files

Copy Files

Available to Faculty, Staff, and Students

If the account owner shared documents with collaborators from their Google My Drive, the people with whom the files were shared can make a copy of the file for up to 120 days after the account is closed. Files that are stored in Google shared drives require no action to be retained by the University.

To avoid issues with version control and to responsibly use University storage resources, please coordinate making copies with others with whom the files are shared.

Get Help

Since moving folders and files of various sizes with various owners and permissions can be complicated, some people need extra help. Additional online and in-person support will be available 

• Google Team Online Office Hours Thursdays from 9:00 a.m. to 10 a.m.
  • Description: faculty, staff, and students can join office hours hosted by the UMN Google team. Experts will be available to answer questions and provide help retaining files.
    • May 8
      • Twin Cities and Rochester faculty and staff can add an event to their calendars on May 8 directly.
      • Crookston, Duluth, and Morris campus affiliates can manually add an even on their calendars with the May 8 Zoom Link
    • May 15
      • Twin Cities and Rochester faculty and staff can add an event to their calendars on May 15 directly.
      • Crookston, Duluth, and Morris campus can manually add an event on their calendars with link May 15 Zoom Link
    • May 22
      • Twin Cities and Rochester faculty and staff can add an event to their calendars directly.
      • Crookston, Duluth, and Morris campus can manually add an event on their calendars with the May 22 Zoom Link
    • May 29
      • Twin Cities and Rochester faculty and staff can add an event to their calendars directly.
      • Crookston, Duluth, and Morris campus can manually add an event on their calendars with May 29 Zoom Link
    • June 5
      • Twin Cities and Rochester faculty and staff can add an event to their calendars directly.
      • Crookston, Duluth, and Morris campus can manually add an event on their calendars with the June 5 Zoom Link
• Twin Cities Technology Help in-person locations. Schedule an Appointment to visit an in-person location.