In this post I’ll explain the best practices of how you can handle this situation in G Suite in different ways with tools like Google Vault, archived user licenses, data exports and the Google Takeout service.īefore going into the details of what to do with a user’s data when he leaves the company, Google Vault needs a quick explanation. Most companies even integrate this on- and offboarding procedure with Active Directory through Google Cloud Directory Sync. One of the benefits of Google Workspace is that it gives you the ability to easily provision extra users and delete users that have left the company. Often, organisations don’t want to loose the data of employees that leave the company. Use Backupify’s third-party backup product for G Suite to be certain your files are there when you need them, safe from ransomware and accessible to those who need them.A lot of questions we often get from customers are about what happens with the G Suite data of people that leave the company. You should be prepared for quickly changing access without deleting files or losing critical company information for good. Team members leave for a variety of reasons with more or less warning. How to Make it Easier on Yourself Next Time - Get G Suite Backup If you accidentally delete a user, you have 20 days to restore it. Click on delete user and delete from Gmail contacts list if you need. Transfer account ownership to another user (only super admins have these privileges)ĥ. Check the boxes that say you understand the implications that come with deleting a user accountĤ. Go to users and click on the More button (it looks like a sideways ellipses)ģ. (You can read some of these steps on Google’s article “Delete a user from your organization.”)ġ. Once you’ve gotten all the ducks in a row, it’s time to remove your G Suite user. You will need to appoint a person (or people) to handle calendar events, emails, G Suite contacts, and Groups. Who will manage the emails, events, and other G Suite data from a deprovisioned user?įiles aren’t the only concern. Protect Team Drive data with G Suite backup so you can maintain control of your data. While storing data on a Team Drive solves a data accessibility issue, giving more users access to a file complicates data security and integrity. One of those benefits is that files do not disappear or get lost as easily when you remove a user. There are benefits to storing files in Team Drive vs. Who will access the deleted user’s files? Sure, you can restore a file, but if a folder containing thousands of files is restored you will have to spend the time to sort them all out again. Even though Google secures your organization’s data against multiple threats, including complete annihilation of a Google server, they cannot secure your data from insider threats including accidental deletion. Google Drive is not a backup solution and even Google Vault can’t be treated as a true G Suite backup product. You lose access to any files that were permanently deleted more than 25 days ago.Deleted user’s Google Vault data is permanently deleted after 30 days.Websites made by the deleted user with New Sites disappear.You lose brand accounts, YouTube channels, and other assets owned by the deleted user.Users could be searching through files for days looking for one report. You can’t get the folder structure back.You can’t restore files from a user’s trash.Here’s a list of business data you cannot recover in G Suite ( straight from the horse’s mouth ): But deleting a user’s account deletes all of the files and data that user owned, even when you have an enterprise subscription to G Suite. Google Drive has limited features to keep your data safe (as long as you’re a paid G Suite user) in the case of accidental file deletion or damage to a Google server. Change the user’s password to prevent unauthorized access (whether they are trustworthy or not, it’s a good data security practice) So what should you do before you delete a G Suite user account? Safeguard all of your organization’s filesġ. However without a G Suite backup in place, deleting the owner of a file in G Suite will also delete their files. Before You Delete a G Suite UserĮspecially if an employee leaves abruptly, your first inclination may be to delete their access immediately to prevent damage to company data. Google documentation may not make it seem that way, so read on to learn the important steps for deprovisioning G Suite users and how to ensure against data loss of critical sales information, financial reports, and IP files in the process. When employees give their notice, it should be easy for you as the G Suite admin to remove their access to critical files without losing any data.
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