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Offboarding Google Apps
Users in 7 Short Steps
Why it Matters
Company records
departing employee may have access to company
secrets, client emails, and research data
Acc...
➢ Change password
○ – from Google Admin console
○ – allows continued email flow
➢ Change user name
○ –stops email flow
➢ M...
Step 2: Secure Devices, Data, and
Connectivity
➢ Connected devices may contain sensitive data
➢ Includes laptops and smart...
Step 3: Perform Data Backups
➢ Third party software for automated backups
➢ Manual backup
➢ Use Google Takeout to create a...
Step 4: Migrate Ownership of Files
➢ Even though files may be backed up, critical
files need easy access by those who will...
Step 5: Suspend or Delete Account
➢ Suspending account will block access without
deleting data
○ – Will also suspend email...
Step 6: Forward Mail
➢ Ongoing email access may be necessary for
continuity
➢ From user account, add a forwarding address ...
Step 7: Manage Archived Data
➢ Have an overall plan for data storage, access,
and archiving – not just when offboarding
➢ ...
Special Concerns
➢ Security breaches often occur when inattentive
employees fail to observe basic security
precautions.
➢ ...
Off-boarding a Google Apps users in 7 short steps
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Off-boarding a Google Apps users in 7 short steps

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Off-boarding a Google Apps users in 7 short steps

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Off-boarding a Google Apps users in 7 short steps

  1. 1. Offboarding Google Apps Users in 7 Short Steps
  2. 2. Why it Matters Company records departing employee may have access to company secrets, client emails, and research data Account ownership departing employee can delete or alter documents if ownership is not properly transferred Time and cost Misplaced documents can result in loss of time and money and re-hiring of former employees
  3. 3. ➢ Change password ○ – from Google Admin console ○ – allows continued email flow ➢ Change user name ○ –stops email flow ➢ Migrate user to another organization with services turned off ○ – stops email flow ➢ Suspend the account ○ – stops email flow Step 1: Cut off Access to the Account
  4. 4. Step 2: Secure Devices, Data, and Connectivity ➢ Connected devices may contain sensitive data ➢ Includes laptops and smart phones ➢ Identify devices assigned to user in Google Admin console ➢ Turn off access for each device in Console ➢ Recover devices from user
  5. 5. Step 3: Perform Data Backups ➢ Third party software for automated backups ➢ Manual backup ➢ Use Google Takeout to create archives ○ – www.google.com/settings/takeout ○ – Select files to archive ○ – Select archive formats
  6. 6. Step 4: Migrate Ownership of Files ➢ Even though files may be backed up, critical files need easy access by those who will take over ➢ Use Google Admin console to reassign account ➢ Can assign documents to different individuals
  7. 7. Step 5: Suspend or Delete Account ➢ Suspending account will block access without deleting data ○ – Will also suspend email flow ➢ Account deletion will forever prevent access to all documents – be sure to back up and reassign ownership first.
  8. 8. Step 6: Forward Mail ➢ Ongoing email access may be necessary for continuity ➢ From user account, add a forwarding address to allow ongoing access to emails from both outgoing and other employees ➢ If account access has been blocked, only forwarded email will be seen. ➢ If transition is gradual, outgoing user may continue to receive email while email is forwarded to other users. ➢ Consider an automated response (e.g., “out of office”) to indicate absence of the user from the organization.
  9. 9. Step 7: Manage Archived Data ➢ Have an overall plan for data storage, access, and archiving – not just when offboarding ➢ Be aware of legal requirements for data retention ➢ Data should be fully cataloged, backed up, and easily accessible.
  10. 10. Special Concerns ➢ Security breaches often occur when inattentive employees fail to observe basic security precautions. ➢ Outgoing employees may sometimes be special security risks. ➢ Treat offboarding as a major security procedure for the protection of the organization.

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