Before you go checklist
Checklist for managers
Your employee’s Google and other accounts will be deactivated on their separation date. When a Google account is deleted, all Google content include Google Docs owned by that account are deleted too. This deletion is irreversible; there is no way to restore the documents once they have been removed.
Plan ahead to ensure you don’t lose important documents, forms, calendars, etc.
- Ask your employee to export and send you any important contacts who you may need to reach.
- Transfer ownership of Google docs - Sharing files is not enough - make sure you or a generic department email or someone in your department is made “owner” of any critical files. You can also transfer the documents to a departmental team drive- documents located in the drive are owned by the drive and not any specific individual.
- Transfer ownership of any shared calendars.
- Move any files stored in MyDocs (J: Drive) or Desktop to the M Drive or a Google Team Drive.
- Make sure you have admin access and log in credentials for any social media accounts your employee managed on behalf of the university.
- Ask the employee to either forward calls to you, or leave an outgoing message on your voicemail with instructions for who to contact after they’ve left.
Checklist for employees (and students)
Your Google account will be deactivated on your separation date and you will no longer have access to your email, contacts, docs and calendar. Take care of these tasks before your final day.
- Export any contacts you want to keep to your personal email account.
- Transfer ownership of Google docs - business-related docs should be transferred to your manager or a departmental Google Team Drive. Personal docs will need to be copied into your personal account because ownership cannot be shared to accounts outside of CSUMB.
- Transfer ownership of any shared calendars to your manager.
- Move any files stored in MyDocs (J: Drive) or Desktop to the M Drive or a Google Docs folder owned by your manager.
- Transfer ownership of any social media accounts you manage on behalf of the university to your manager.
- Either forward calls to your manager, or leave an outgoing message on your voicemail with instructions for who to contact after you’ve left.