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.
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. Detailed information about changes to access after an account closes are as follows:
- Access and file permissions are the same for the first 60 days
- Files become read only for 61-120 days after closure
- Files become unavailable at 121 days after closure
- Files are permanently deleted after 180 days after closure
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 Account Closure Timelines by Role
| Role | Transition Period | Google My Drive Shared Files Available to Collaborators | Google Workspace Contents Deleted |
|---|---|---|---|
| Recent Student | 30 days | 30+120 days | 30+181 days |
| Non-Emeritus Faculty or Staff | Up to 1 day | 1+120 days | 1+181 days |
| Non-Emeritus Faculty or Staff and Recent Student | 30 days | 30+120 days | 30+181 days |
Non-Health Care Component Account Closure 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.
| Role | Transition Period | Google My Drive Shared Files Available to Collaborators | Google Workspace Contents Deleted |
|---|---|---|---|
| Recent Student | 365 days | 365+120 | 365+180 days |
| Non-Emeritus Faculty or Staff | 21 days | 21+120 days | 21+180 days |
| Non-Emeritus Faculty or Staff and Recent Student | 365 days | 365+120 days | 365+180 days |
Retain Google My Drive Files Shared with You
Before Someone Leaves and 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 Someone Has Left and Their Account is Closed
After someone leaves the University and their transition period is over, that account holder will no longer have access to UMN Google email or Workspace, at which time, they can no longer transfer ownership or move files.
If you need to retain files shared with you by someone whose account is closed, follow three steps:
- Find files with "Deletion Pending" label
- Review files to determine what you need to keep and coordinate with collaborators
- Move or copy files
See below for instructions and guidance.
How to Find "Deletion Pending" Files
There are several ways to find files shared with you that are scheduled to be deleted.
- Opt into Monthly Notifications on Files Pending Deletion
- Use the following links to view files shared with you that are scheduled to be deleted.
- TIP! To exclude files from your list that are shared with everyone on your campus or everyone on the web, Use Filters to Search for Files with Labels instructions.
Tips for Reviewing Files
Your list of “deletion pending” files may contain a very large list of files, many of which will not be critical. We encourage you to take time to identify only the specific files you need to keep using some of the following strategies:
- Filter the list based on collaborators. If there are specific individuals that owned files that you still rely on, filter the list to show only files with that owner.
- Remove files from the list as you go. As you identify files that you know you do not need, you can remove them from the view if they are shared from someone else’s Drive. To remove files, click the three dot “kebab” menu icon found to the right of the “last modified” date in your list of files and select “remove.”
- Coordinate with collaborators. As you identify files and folders you want to retain, avoid duplicating effort by coordinating with others who also have access.
How to Move or Copy Files
Move Files
Available to Faculty, Staff, and Student Employees
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: Common Challenges when Moving Google Files
IMPORTANT NOTE: Files can only be moved to a shared drive using the Permission to Move Files process. You cannot move files to a Google My Drive. See Google: Compare Shared Drives 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.
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.