Steps to Offboarding Google Apps in 7 Short steps

1. Offboarding Google Apps 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

3. 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

4. Step 1: cut off access to the
account
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

5. 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

6. 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

7. 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

8. 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.

9. 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.

10. 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.

11. 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.