In addition to following the steps listed below, you are encouraged to watch the replay of a webinar held on Tuesday September 10th that will walk you through the process in detail. There were dozens of questions asked during the webinar; we've saved them for you, they might be helpful.
How can I save content at risk of deletion?
You've probably received an email, or heard a rumor, claiming that content is being deleted. Unfortunately, this is true, whether alumni themselves are deleting content or accounts are being cleaned as part of the account lifecycle.
If you have created and shared folders with others where they have created or added content, you do not own the content they added. This content is at risk.
You should move any content you wish to retain that might be owned by others into a Shared Drive as soon as you can.
Watch the Webinar from Sept. 10, 2024
Topics covered:
*Preventing data loss when your team members or former students change or leave
*When to use My Drive vs. Shared Drives vs. Shared with Me
*Moving content from an individual account to a Shared Drive
*Understanding Shared Drive membership roles and permissions
*Best practices for external collaboration
The following are direct links to Google Drive advanced search results you can do at any time:
- Click to review content owned by former students. When you open a Google document, you will see the following label. (Note that non-Google documents will not display a label but will be included in your search results.)
Click to review content owned by former employees or expired accounts. When you open a Google document, you will see the following label. (Note that non-Google documents will not display a label but will be included in your search results.)
If you see content you need to keep, choose from the following options to obtain ownership. Learn more about advanced Google Drive searching and using labels by watching this video tutorial.
Move the content if owner is inactive:
- Move your content into a Shared Drive.
- You must be a Manager on the Shared Drive
- Try to move folders (only a couple at a time) to transfer ownership more quickly.
- Learn more about moving content into a Shared Drive and potential limitations.
Make A Copy
- If none of the above is possible, make a copy of the file and, if appropriate, move it to a different location.