Deleting data from UD Google Workspace

Introduction

This article describes how to delete files from Google Drive. When deleting large numbers of files UDIT recommends a two-step approach: organizing the data you intend to delete into a dedicated folder, downloading a copy of that folder for backup, and then reviewing and deleting the contents of that folder.

If you have items that you are absolutely certain you will never need, you can create two folders: one for items that you can simply review and delete, and the second for items you will review, download, and delete. 

Be aware that non-UD-associated files should not be stored in your Google Drive or in any other UD-provided storage service per the Responsible Computing Policy.

Steps to delete files in Google Drive

1. Open Google Drive in a web browser. An updated version of Google Chrome is recommended. 

• To update Google Chrome, use these directions.

2. Create a storage folder for the files that will be deleted. Note: If you are deleting work/course related data and personal data, you may want to create one folder for work and course related information, and one for any personal data that you need to remove. By using two folders, you can use one to store items for backup and transfer, and the other for simple deletion. 

   1. Right click on My Drive in the left panel, and select New folder:

2. Name the folder something that you will recognize such as ‘To Delete’.
3. Select the files you want to delete by selecting and then dragging them to your newly created folder. Follow step three to address moving files, when dragging is not practical.

You can select multiple files by holding down the Ctrl key (Windows) or the Command key (Mac) on your keyboard.

• Only address files present in the My Drive portion of Google Drive. If a file is shared (indicated by the shared file icon), consider whether other parties may need this file before deletion. Shared file icon:

• Be sure to remove personal data. Avoid deleting needed data that is related to UD business, research and courses.
• If you are prompted to change permissions of a file in order to place it in this folder, do not move the file. Contact the file owner to proceed. 

3. Once the files you wish to delete are highlighted, click on the three-dot menu icon at the top middle of the screen. From the options choose Organize and then select Move.

4. A window opens and shows your Google Drive folders. Double-click to select the folder you created in step two.

If you don't see the folder you created in step two, click the All locations tab.

5. Click Move to confirm your action. Your files will move to the selected folder.

6. UDIT recommends that you save a copy of your files to a personally owned storage location before deleting.  You can skip this step if you are absolutely certain that you will never need these items.

   1. After moving the data you wish to delete to the folder you created in step two, right-click on the folder and select the Download. 

A copy of this data will now be downloaded to the “Downloads” locations on your computer.

7. To delete the folder in Google, go back to the main Google Drive page, and find the folder you created in step two. Right-click it, and choose Move to Trash from the menu.

8. The folder moves to the trash bin. You can permanently delete all items in the Trash bin by clicking on the trash bin icon at the left sidebar and then choosing Empty trash from the menu.

You can restore data from the trash prior to emptying it. If you need to restore data from the trash, the entire folder (not individual files), must be restored. To restore data from the trash, open the trash folder, choose the item you want to keep, click the three dots, and choose Restore.

CAUTION: Items in trash will be automatically deleted after approximately 30 days. Once the trash has been emptied, the data cannot be recovered.