Google: Locating and Moving "To be deleted" files

As part of the Google Account Lifecycle process, UDIT will be removing accounts belonging to users that no longer have an association with the University. The Google Account Lifecycle process will have two parts:

Phase I: One-time cleanup efforts

To reduce the backlog of accounts owned by individuals who have left the University, UDIT will be initiating a one-time cleanup of these accounts that were created in 2021 and prior, including:

• Accounts created in 2021 and prior that have not been accessed since 2021.
• Accounts created in 2021 and prior for people that did not retire or graduate from UD.

These accounts will be removed starting in June 2024. All files located within each account’s My Drive will be deleted. To ensure that you maintain access to any necessary files associated with an account that will be deleted, follow the steps below before June, 2024.

Files located in a Google Shared Drive will not be lost when old accounts are removed. 

Phase II: Ongoing cleanup efforts

This phase, starting in the fall 2024 semester, initiates the enforcement of the Account Lifecycle process in perpetuity. Learn more about the Account Lifecycle process.

Finding and managing content at risk of deletion

Note: these steps should be done in a web browser.

Step 1: Identify content that will be deleted

To determine which files you have access to that are at risk, use this link. These search results show all content that you have access to that will be deleted as part of the Account Lifecycle process. Files owned by Deleting-[name] will be deleted when the inactive account is deleted. 

Once the Account Lifecycle process is fully in place (Phase II), you will need to check periodically in order to identify files that are at risk of being deleted.

Step 2: Manage content that will be deleted

Once you have identified which files are at risk, you will need to manage any files that you would like to maintain access to. There are a few options for managing these files.

Note: If you do not want or need a file pending deletion, you do not need to do anything and the file will be deleted.

Option 1: Move files to a Google Shared Drive

If you have edit access to the files, you can move the files to a Shared Google Drive. When a file is moved to a Shared Drive, the file is safe from being deleted. Files in a Google Shared Drive will not be lost when old accounts are removed. 

Note: If you are moving a large number of files, check out these considerations before starting the moving process. 

Option 2: Copy files

While it is highly recommended to move files to a Shared Drive to protect them from being deleted in the future, if you are unable to migrate the file to a Shared Drive, you can copy the file to your My Drive. Copying files that are shared with multiple people will not maintain the sharing permissions of the original file, and changes made in a copied file will not be reflected in the original file. If this is a collaborative file, coordinate with others who have permissions to relocate the file to an appropriate collaborative space. 

To copy files to your My Drive

1. Select the file(s) you want to copy. 
2. Click the the three vertical dots icon  at the top of the menu.
3. Select Make a copy from the drop-down menu.
4. A copy of the file is created in your My Drive. You can move and rename the file as needed.

Option 3: Re-home the account (for supervisors only)

To re-home the files for an entire account, a request must be submitted and approved by the former employee's supervisor. Additionally, HR will check and approve transfers.

Email the Ask IT Support Center at askit@udel.edu to make a transfer request.

Re-homing an account will result in the ownership of files being transferred to the requested user. The entire Google My Drive contents of the source account will be copied to the new owner. This may result in the new owner exceeding their storage limit. 

If the new owner’s storage limit is exceeded, their account will go read-only. If this happens, the owner will need to request a 2-week storage limit extension. After 2 weeks, the original storage limit will be reinstated and if the account is over its limit, it will return to a read-only state. 

Direct transfers of accounts that were used by past staff to a Shared Drive are not supported. Transfers to Shared Drives should be handled prior to staff termination.

back to Step 2