This document outlines 7 steps for offboarding Google Apps users: 1) change passwords and usernames to cut off account access, 2) secure connected devices and data, 3) perform data backups, 4) migrate file ownership to other users, 5) suspend or delete the account, 6) forward emails to ensure continuity, and 7) manage archived data according to data retention policies. The proper offboarding of departing employees is important for protecting company secrets, transferring account ownership, and avoiding lost time and money.

1. Offboarding Google Apps
Users in 7 Short Steps

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. ➢ 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. 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. 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. 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. 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. 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. 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. 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.