OPERATIONS ONLY - Archive Former Staff

Current and Suspended Users Monthly Fee: $22.00 - Google Workspace Enterprise Plus

Archived User Monthly Fee: $8.40

Scroll to bottom for list of archived staff

HIPAA Retention Requirements

To Archive:

• suspend their account
• click on their name to bring up their account
• scroll down to 'licenses'
• select 'archived user' from the licenses options and ensure the others are unselected
• save 

To do:

• We need to consider an external HD to hold data for former staff. Zach suggested maybe a thumb drive to go in their phyiscal H/R folder?

To access and take ownership of files from the former user:

• Open the document
• click the file dropdown
• click 'make a copy'
• choose the drive you want to share it to, then click 'make a copy'
• You are now the owner of this document
• You can add people, transfer ownership, whatever you want to do.
• I HIGHLY RECOMMEND that you rename the original file with ARCHIVE - in the front of the filename as to prevent any confustion with having two files

To do for each termed & archived employee:

• Create a "Matters" folder for each termed employee - don't group into the 'former users' folder.
• Once the Matters folder is created, open it and you will be able to search through the following apps for the staff member's history
  • Gmail
  • Drive
  • Groups
  • Chat
  • Calendar
• You can HOLD data until it's determined who will be the steward of the account (Team Lead? Director of Billing? Operations?)
• Create a "Retention" folder for each termed employee - don't group into the 'former users' folder.
• In the Retention Folder, turn on all apps indefinitely (for now until we come up with a future solution for storage)