Removing a Gmail address from a Google account

[ICT Support]

Good morning. We are looking at the best way to hold onto the work of staff who leave the school. They will have material in their drives which will be of value to colleagues and the wider school community.

As part of this work I'm trying to find out if it's possible to delete a user's Gmail account without losing their drive. Obviously we want to remove their Gmail address but we need to hold onto their Drive until we figure out the best way to manage its content.

Any suggestions gratefully received.

Regards.

Brian Bowell.

ICT Support.

Berkley Normal Middle School

Hamilton, 3216, New Zealand.

[Andrew Godfrey]

You could just suspend their accounts.

If you want to reuse their email address, you will first have to rename with something like supended_username, delete the username alias that gets created and then suspend.

If you really want to delete, you can transfer ownership of all drive documents before deleting.

Andrew Godfrey  |  Network Manager

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[Rebecca Gage]

We transfer ownership of the staff account to a school Google admin account which seems too work well.

1. Open the Google Admin console
2. Go to  Apps > GSuite  > Drive
3. Click on "Transfer ownership"
4. Fill out both user fields and submit

Rebecca Gage Deputy Principal gag...@sedandenongnth.catholic.edu.au
	St Elizabeth’s Parish School 111 Bakers Rd Dandenong North 3175 Ph: 03 9795 5258 Fax: 03 9790 0933 http://www.sedandenongnth.catholic.edu.au
Any express or implied opinions in this email are only those of the author and do not necessarily represent those of St. Elizabeth’s School.  This email may contain information which is confidential or subject to copyright.  If you are not the intended recipient of this email, any use, disclosure or copying of this email is unauthorized.  If you have received this email in error, please notify the sender immediately by return email and delete all copies of this transmission together with any attachments. Email is susceptible to data corruption, interception, tampering and viruses, and therefore St. Elizabeth’s School does not accept liability for any such corruption, interception, tampering or viruses or any consequences thereof which arise as a result of this email transmission.

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[Sabian Carey]

We have embraced Team Drives (where the drive 'owns' the data and not an individual. We encourage staff to put any company work on the appropriate Team Drive (even if they're the only member of that drive) and use their My Drive for anything personal they may need it for. That way, when they leave we only have to think about who to add as members to which Team Drive.

We also use Backupify so that if there was something in their My Drive we can recover it

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Sabian Carey
ICT Manager
02 6672 2922 ext 114

Tweed Valley Adventist College
9 Hall Drive, Murwillumbah NSW 2484
www.tvac.nsw.edu.au

[Victor Boulanger]

Good morning,

When deleting a Google account, you are offered the option to transfer the content of the account's Drive (and also Google+ content but that has never been relevant to us). We created an archive account which is the repository for all faculty deleted accounts. All sharing permissions remain the same. It's proven to be a very effective solution for us. 

With this solution, we do not have to do any manual transfers anymore such as the one you suggest Rebecca. 

I agree with Sabian, we've had excellent results with Team Drives for continuity of documents across the organization. We are slowly migrating to Team Drives.

If you need any further clarifications regarding this, please email me back.

Thank you,

Victor 

Victor Boulanger

director of learning technology

KAOHSIUNG AMERICAN SCHOOL

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[Brandon Laurenson]

I'm totally in agreeance with Sabian. We do things in the same manner which is working extremely well.

Something to think about;

• Make sure to get teachers and admin into good habits. Basically, the placing of their "should be school-wide documents” into the right folders within Team Drive.
• Structure Team Drive effectively! Think about creating a well thought out hierarchical system that allows users to navigate folders and files simply. We also created a Google Drawing showing the folder system and the many subfolders located on the Team Drive. That way, people new to the school are able to navigate the folder systems without too much stress.

Good luck Brian :)

Brandon

 

Brandon Laurenson - Head of Digital Learning

DDI: +64 (0)9 414 3640   E: brandon....@ajhs.school.nz

Website: www.ajhs.school.nz, brandonlaurenson.com

Digital Learning: www.ajhsdl.com

19 Appleby Road, Albany, Auckland 0632

- Google Certified Instructor

- Certified Virtual Educator

On 9 June 2017 at 11:20, Sabian Carey <sca...@tvac.nsw.edu.au> wrote:

We have embraced Team Drives (where the drive 'owns' the data and not an individual. We encourage staff to put any company work on the appropriate Team Drive (even if they're the only member of that drive) and use their My Drive for anything personal they may need it for. That way, when they leave we only have to think about who to add as members to which Team Drive.

We also use Backupify so that if there was something in their My Drive we can recover it

On Fri, 9 Jun 2017 at 09:07, Rebecca Gage <gagere@sedandenongnth.catholic.edu.au> wrote:

We transfer ownership of the staff account to a school Google admin account which seems too work well.

1. Open the Google Admin console
2. Go to  Apps > GSuite  > Drive
3. Click on "Transfer ownership"
4. Fill out both user fields and submit

Rebecca Gage Deputy Principal gagere@sedandenongnth.catholic.edu.au

St Elizabeth’s Parish School 111 Bakers Rd Dandenong North 3175 Ph: 03 9795 5258 Fax: 03 9790 0933 http://www.sedandenongnth.catholic.edu.au

Any express or implied opinions in this email are only those of the author and do not necessarily represent those of St. Elizabeth’s School.  This email may contain information which is confidential or subject to copyright.  If you are not the intended recipient of this email, any use, disclosure or copying of this email is unauthorized.  If you have received this email in error, please notify the sender immediately by return email and delete all copies of this transmission together with any attachments. Email is susceptible to data corruption, interception, tampering and viruses, and therefore St. Elizabeth’s School does not accept liability for any such corruption, interception, tampering or viruses or any consequences thereof which arise as a result of this email transmission.

On Fri, Jun 9, 2017 at 8:58 AM, ICT Support <sup...@berkley.school.nz> wrote:

Good morning. We are looking at the best way to hold onto the work of staff who leave the school. They will have material in their drives which will be of value to colleagues and the wider school community.

As part of this work I'm trying to find out if it's possible to delete a user's Gmail account without losing their drive. Obviously we want to remove their Gmail address but we need to hold onto their Drive until we figure out the best way to manage its content.

Any suggestions gratefully received.

Regards.

Brian Bowell.

ICT Support.

Berkley Normal Middle School

Hamilton, 3216, New Zealand.

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Sabian Carey
ICT Manager
02 6672 2922 ext 114

Tweed Valley Adventist College
9 Hall Drive, Murwillumbah NSW 2484
www.tvac.nsw.edu.au

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