{"id":657,"date":"2019-10-20T11:18:09","date_gmt":"2019-10-20T11:18:09","guid":{"rendered":"https:\/\/www.cubebackup.com\/blog\/?p=657"},"modified":"2019-10-20T11:20:42","modified_gmt":"2019-10-20T11:20:42","slug":"how-to-avoid-data-loss-in-gsuite-when-employees-leave-your-organization","status":"publish","type":"post","link":"https:\/\/www.cubebackup.com\/blog\/how-to-avoid-data-loss-in-gsuite-when-employees-leave-your-organization\/","title":{"rendered":"How to avoid data loss in your G Suite when employees leave your organization?"},"content":{"rendered":"\n<p>If you are an IT administrator of an organization who works on Google G Suite platform,&nbsp; you may worry about the possible data loss when an employee leaves your organization.&nbsp; Because almost all of the employee\u2019s business data, including Google Drive files, Gmail messages, Contacts, and Calendar data, are connected with the employee\u2019s G Suite account, you cannot simply delete the accounts of the employee who has left your company.&nbsp;&nbsp; You need to take care of all the data they leave behind before removing the accounts from your G Suite domain.&nbsp;&nbsp;&nbsp; Here are step-by-step instructions to secure the G Suite data of former employees:<\/p>\n\n\n<h2>Take control of the G Suite account.<\/h2>\n<p>It is critical to take over the former employee\u2019s G Suite account as soon as possible when he\/she leaves your organization.<\/p>\n<ol>\n<li>Reset the password<\/li>\n<p>Sign in to the <a> G Suite admin console<\/a>, click <b>Users<\/b>, select the former employee, and click <b>RESET PASSWORD<\/b>.  You can allow Google to automatically generate a password and email the password to your Gmail account. <\/p>\n<p><a><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-669\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/password.png\" alt=\"Reset password\" width=\"574\" height=\"277\"><\/a><\/p>\n<li>Wipe data from mobile devices connected to the account<\/li>\n<p>In the <a href=\"https:\/\/admin.google.com\/\">G Suite admin console<\/a> Home page, go to Device management, click Mobile devices, select a device connected to the former employee\u2019s account, click <b>More<\/b>, and select <b>WIPE ACCOUNT<\/b>.<\/p>\n<p>If more than one device is connected to this G Suite account, make sure that the data is wiped from all devices.<\/p>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/wipe-account.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-668\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/wipe-account.png\" alt=\"wipe account\" width=\"555\" height=\"221\"><\/a><\/p>\n<li>Change security settings for the account<\/li>\n<p>From the <a href=\"https:\/\/admin.google.com\/\">G Suite Admin Console<\/a> Home page, go to <strong>Users<\/strong>, click the user\u2019s name to open their account page, and click <strong>Security<\/strong>.<\/p>\n<ul>\n<li>Turn 2-step verification OFF<\/li>\n<li>Reset the user\u2019s sign-in cookies<\/li>\n<li>Revoke all application specific passwords if there are any.<\/li>\n<li>Remove all connected applications for this account<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/remove-applications.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-667\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/remove-applications.png\" alt=\"\" width=\"800\" height=\"300\"><\/a><\/p>\n<li>Remove any recovery phone or email associated with this G Suite account.<\/li>\n<p>Login to the former employee\u2019s account, click the <strong>Google Account<\/strong> button in the right-top menu.&nbsp; In the Google account page, select <strong>Security <\/strong>from the menu, and remove both \u201cRecovery phone\u201d and \u201cRecovery email\u201d for that account.<\/p>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/remove-recovery-phne.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-666\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/remove-recovery-phne.png\" alt=\"remove recovery phone\" width=\"800\" height=\"300\"><\/a><\/p>\n<h2>Archive the data using Google Takeout (Optional)<\/h2>\n<p>Log in to <a href=\"https:\/\/takeout.google.com\">Google Takeout<\/a> using the former employee\u2019s account, and in the \u201c<strong>Download your data<\/strong>\u201d page, make sure all items are selected, click <strong>Next step<\/strong>, then in the Customize archive format, select your preferred archive size and type, and click \u201c<strong>Create archive<\/strong>\u201d.&nbsp; After the archive is created, Google will send an email to the former employee&#8217;s account. You can follow the link to download the archive files.<\/p>\n<p>This is step is not mandatory since we can transfer the former user\u2019s data to another account in the next step.&nbsp; However, having an archive for the user who has left your organization is usually a better choice.<\/p>\n<h2>Transfer the data to another account<\/h2>\n<p>It is important to transfer the former employee\u2019s data to the account of an active user who will take over the former employee\u2019s responsibilities.&nbsp;&nbsp; There are several options for the data transfer:<\/p>\n<ol>\n<li><b>Google Data migration<\/b><\/li>\n<p>With Google G Suite data migration service, you can migrate Gmail, contacts, and Calendar data to another account.<\/p>\n<ul>\n<li>Log in to <a href=\"https:\/\/admin.google.com\/\">G Suite admin console<\/a> using a G Suite administrator account. From the Admin console home page, click <strong>Data migration , <\/strong>select <strong>Email, <\/strong>then click<\/li>\n<li>On the <strong>Email Migration<\/strong> page, select \u201c<strong>G Suite<\/strong>\u201d as the<strong> Migration Source<\/strong>, enter the G Suite administrator account and password in the <strong>Role account<\/strong> , then click <strong>Connect<\/strong>.<\/li>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/email-migration.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-665\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/email-migration.png\" alt=\"gmail migration\" width=\"577\" height=\"502\"><\/a><\/p>\n<li>In the <strong>Migration Start<\/strong> data and <strong>Migration options<\/strong>, accept the default options, then click <strong>Select Users<\/strong>, point to Add and click Select User . Enter the former employee\u2019s email address in the <strong>Migrate From<\/strong> field and the target G Suite account in the <strong>Migrate To<\/strong> field. Then, click Start.<\/li>\n<li>\n<p>Repeat above steps to migrate<strong> Contact<\/strong> and <strong>Calendar<\/strong> data to the target account.<\/p>\n<\/li>\n<li>\n<p>Migrating Google Drive data can only be implemented while you are deleting the G Suite account of the former employee.&nbsp;&nbsp; In the G Suite admin console, when you try to delete the former employee\u2019s account, you will be asked to transfer \u201cDrive and Docs\u201d data to another account.<\/p>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/delete-user.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-664\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/delete-user.png\" alt=\"delete a user\" width=\"423\" height=\"732\"><\/a><\/p>\n<p><\/p>\n<li> <b>Third party G Suite backup\/restore tool<\/b><\/li>\n<\/ol>\n<p>Using Google\u2019s G Suite data migration services between two different accounts is kind of complicated, because different methods are employed for the migration of Google Drive, Gmail, Contacts and Calendar data.&nbsp;&nbsp; However, some third-party G Suite backup\/restore services can backup the former employee&#8217;s data and also transfer his\/her G Suite data to a desired account.<\/p>\n<p>Unfortunately, most G Suite backup\/restore services are not cheap. For example, the price of Spanning is $50\/user\/year.&nbsp;&nbsp; If you are looking for an affordable G Suite backup\/restore tool, you can try <a href=\"https:\/\/www.cubebackup.com\">CubeBackup<\/a>, which costs only $5\/user\/year.&nbsp; With this tool, you can not only backup all of a former employee\u2019s data to local storage to avoid any data loss, but you can also restore\/transfer the backup data to the person who takes over the jobs he left.<\/p>\n<p><a href=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/cubebackup-restore1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-663\" src=\"https:\/\/www.cubebackup.com\/blog\/wp-content\/uploads\/2019\/10\/cubebackup-restore1.png\" alt=\"cubebackup\" width=\"1508\" height=\"747\"><\/a><\/p>\n<p>When all of the former employee\u2019s data has been backed up\/archived, and necessary data has been transferred to the desired account, you can safely remove the former employee\u2019s account from your G Suite domain, and no longer have to keep paying for this account.<\/p>\n<\/ol>","protected":false},"excerpt":{"rendered":"<p>If you are an IT administrator of an organization who works on Google G Suite platform,&nbsp; you may worry about the possible data loss when an employee leaves your organization.&nbsp; Because almost all of the employee\u2019s business data, including Google Drive files, Gmail messages, Contacts, and Calendar data, are connected with the employee\u2019s G Suite [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"zakra_sidebar_layout":"customizer","zakra_remove_content_margin":false,"zakra_sidebar":"customizer","zakra_transparent_header":"customizer","zakra_logo":0,"zakra_main_header_style":"default","zakra_menu_item_color":"","zakra_menu_item_hover_color":"","zakra_menu_item_active_color":"","zakra_menu_active_style":"","zakra_page_header":true,"footnotes":""},"categories":[2,29,1],"tags":[26,32,33,34],"class_list":["post-657","post","type-post","status-publish","format-standard","hentry","category-cubebackup","category-g-suite-backup","category-uncategorized","tag-cubebackup","tag-g-suite","tag-g-suite-data-migration","tag-google-drive"],"_links":{"self":[{"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/posts\/657","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/comments?post=657"}],"version-history":[{"count":19,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/posts\/657\/revisions"}],"predecessor-version":[{"id":684,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/posts\/657\/revisions\/684"}],"wp:attachment":[{"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/media?parent=657"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/categories?post=657"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.cubebackup.com\/blog\/wp-json\/wp\/v2\/tags?post=657"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}