CWRU university community should be aware of the Google data retention policy. Data owned by former members of the university community is deleted to control the overall amount of storage within CWRU’s Google Workspace. The information below outlines a phased approach to data access and deletion, which is designed to provide ample notification and opportunity for data retrieval where applicable.
- University Google Workspace accounts are suspended
- Faculty/Staff: When a university member leaves the university, their Google Workspace account is suspended and that person no longer has access to the data.
- Students: When a student leaves CWRU and their only active affiliation with the university is as an alumni, their Google Workspace account remains active for 180 days. After 180 days, the account is suspended and the alumni no longer has access to the data.
- 90 Days after account suspension: After a Google account is suspended for 90 days, all associated Google Drive data will become Read-Only. Users who have files shared with them by a suspended account will still be able to view files, but will not be able to edit, move, or delete them.
- 180 Days after account suspension: After an account has been suspended for 180 days, the sharing settings for all associated Google Drive files will be turned off. This will result in the files disappearing from Google My Drive and all users no longer having access to them, even if they were previously shared.
- 18 Months after account suspension: Accounts that have been suspended for 18 months will be permanently deleted. All associated Google Drive data will be irretrievably lost and will not be recoverable after this point.
What This Means for You
It is crucial for all members of the university community to be aware of this timeline and to manage their Google Drive data accordingly. If you are aware of a coworker, colleague or student leaving CWRU, take proactive steps to transfer ownership of important files, download necessary data, or ensure proper backups are in place.
What Can You Do
To ensure you have continued access to necessary files, all faculty, staff and students should review the files marked as scheduled for deletion. Follow the steps to find and safeguard these files on the Google Files Shared By Suspended Users webpage.
Keep University Data Separate
Everyone is encouraged to keep your CWRU files separate from your personal data. For work products, use Google Shared Drives. This allows for continuity after you have left because the university is considered the owner of Google Shared Drives, not a specific person. Doing so facilitates the transition to the appropriate people and groups.
To move personal data in your university account, review the recommendations found on the Google Apps Personal Data Guide webpage. Start that process now to ensure all of your personal information is accessible to you after your time at CWRU.
For assistance with any technology product or service at Case Western Reserve University, contact the University Technology Service Desk at help@case.edu, 216.368.HELP (4357) or visit help.case.edu.