Google: Retain Files After Collaborators Leave the University

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. For collaborators who remain at the University who need to retain files created by people who have left, it is important to

  • Understand the difference between files shared from an individual’s Google My Drive and files shared in a Google shared drive.
  • Be aware of timelines for account transitions and closures. See Account Closure Timeline Details below.
  • Learn how to retain files before an account is closed, and if necessary, after an account is closed below.

Retain Google My Drive Files Shared with You

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Before Collaborators Leave or During their Transition Period

The individual who is leaving should either: 

  • move files that should remain at the University to a Google shared drive; or

  • transfer ownership of files or folders to a person who is an active faculty, student, or staff member. 

Follow steps found in the Prepare University Data for Your Transition section of the Leaving the University self-help guide.

After a Collaborator's UMN Google Account is Closed

After their transition period is over, the owner of the UMN Google account will no longer have access to their UMN Google email or Workspace, at which time, they can no longer transfer ownership or move files.

Files Pending Deletion

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

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

IMPORTANT NOTE: Moving files or folders from a closed account's My Drive to one's own My Drive will NOT change ownership of the file or folder and therefore the file or folder will still be scheduled to be deleted. To retain access, one must move files from a My Drive to Shared Drive. See: Google Workspace: Compare Shared Drive to My Drive.

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.

Account Closure Timeline Details

The transition period for UMN email and Google Workspace for people in the Health Care Component is below. After the transition period ends, the UMN email and Google Workspace account is closed and can no longer be accessed by the account owner. Files shared from that account’s My Drive will remain available to people with whom they are shared for an additional 120 days. After the account has closed and an additional 180 days have passed, the account’s Google email and Workspace will be permanently deleted.

Health Care Component Timelines by Role

RoleTransition PeriodGoogle My Drive Shared Files Available to CollaboratorsGoogle Workspace Contents Deleted
Recent Student30 days30+120 days30+181 days
Non-Emeritus Faculty or StaffUp to 1 day1+120 days1+181 days
Non-Emeritus Faculty or Staff and Recent Student30 days30+120 days30+181 days

Non-Health Care Component Timelines By Role

If your account is not subject to HIPAA restrictions because you are not included in the Health Care Component, your access will be determined by your role. After the transition period ends, the UMN email and Google Workspace account is closed and can no longer be accessed by the account owner. Files shared from that account’s My Drive will remain available to people with whom they are shared for an additional 120 days. After the account is closed and an additional 180 days have passed, the account’s Google email and Workspace will be permanently deleted.

RoleTransition PeriodGoogle My Drive Shared Files Available to CollaboratorsGoogle Workspace Contents Deleted
Recent Student365 days365+120365+180 days
Non-Emeritus Faculty or Staff21 days21+120 days21+180 days
Non-Emeritus Faculty or Staff and Recent Student365 days365+120 days365+180 days

Glossary of Terms

  • Emeritus faculty: Faculty with emeritus status are granted continued access to University systems, including email and Google Workspace. See University Faculty emeriti policy.
  • Health Care Component: For people who work and study in the Health Care Component, there are special restrictions in place to ensure that Personal Health Information (PHI) is protected. See the University's Health Information Compliance Office website for information about HIPAA and the units included in the Health Care Component.
  • Recent Student: A recent student is defined as someone who enrolled in the most recent semester, but has not enrolled in the upcoming semester, excluding Summer Term. 
  • Transition Period: A transition period is granted to accounts based on a person's role and affiliation with the Health Care Component. After the transition period ends, the account is closed and the account owner no longer has access to files.