Google: Monthly Notifications on Files Pending Deletion
An opt-in monthly email notification service is available to provide proactive reminders to review (and retain) Google files that are scheduled to be deleted.
For the initial roll out of the service, all UMN supervisors and researchers (identified by PeopleSoft job codes) will automatically be subscribed to monthly emails. Other faculty, staff, and students can opt into the service by submitting a form. Anyone can opt out of these notifications at any time.
The email notifications contain a link to one’s Google Drive with the “shared with me” filter and “deletion pending” label applied. The links listed below take you to your UMN Google Drive with the filters applied and can be bookmarked for use any time. Select the link appropriate for your campus.
- Crookston: https://z.umn.edu/filespendingdeletion-Crookston
- Duluth: https://z.umn.edu/filespendingdeletion-Duluth
- Morris: https://z.umn.edu/filespendingdeletion-Morris
- Rochester: https://z.umn.edu/filespendingdeletion-Rochester
- Twin Cities: https://z.umn.edu/filespendingdeletion-TwinCities
Action Required to Retain Files
After people leave the University, their email accounts close and their Google Workspace contents are deleted. After an account is closed, Google files remain viewable by collaborators for 120 days. Prompt action to either move files to a shared drive or copy files is strongly encouraged. Files will be permanently deleted 180 days after an account is closed.
See: Retain Access to Files after Collaborators Leave for instructions and guidance.
Files Scheduled to Be Deleted
Google files are scheduled to be deleted after Google Workspace accounts close. Accounts close after people leave the University. The account closure timeline is determined by one's role (non-emeritus faculty, staff, student) and affiliation with the Health Care Component. After an account closes, the files are automatically marked as "Deletion Pending," but remain available to collaborators for another 120 days. After 180 days, the account and the files stored within it will be permanently deleted.
See the Leaving the University self-help guide for details about account closure and deletion timelines.
Google Monthly Notifications Enrollment
Do-It-Yourself Resources
Resources
After non-emeritus faculty, staff, and students depart the University, their UMN email and Google Workspace will be closed and the contents within will be deleted—including the accounts of people who retire or graduate....
Self-Help Guides
As faculty, staff, students, or associates of the University of Minnesota, you have access to many technology services and systems. When you leave the University, access to many or all of these will change.Use this guide to prepare for the...