Manage Data Transitions for Leaving UC Berkeley

Audience

• Students or employees leaving UC Berkeley (or transferring departments) who need to manage and secure important files, email, meetings, and other collaborative content/data.
• Supervisors whose employees are leaving or have left. 

 

⚠️Before you leave UC Berkeley, it is your responsibility to prevent the loss of important institutional data. 

Google Drive

If you or your employee is leaving UC Berkeley or transferring to another department:

• Transfer ownership of collaborative files by moving them to a Shared Drive. Follow the walkthrough Changing Ownership with Shared Drives. 
• Save individual personal files by downloading them to a personal computer. 
• Migrate personal files in bulk with a service like Google Takeout, Google Transfer or VaultMe. 

If your employee has left:

• Find files at risk, marked “Alumni owned” or “WILL BE DELETED,” and move them to a Shared Drive by following the steps in Save Files Owned By Former Employees or Students. 
• Transfer ownership of collaborative files by moving them to a Shared Drive. Follow the walkthrough Changing Ownership with Shared Drives. 
• Access data from departed employees by first reviewing the UC Berkeley Office of Ethics, Risk, and Compliance Services (OERCS) information regarding accessing former employee email or files. 

Gmail

If you or your employee is leaving UC Berkeley:

• Set an automatic responder before the email account’s grace period ends, alerting people of the departure, and providing an alternative way to reach you or a departmental contact if desired.
• Migrate personal email in bulk with a service like Google Takeout, Google Transfer or VaultMe. 
• Identify critical group communication threads and forward them to a departmental SPA, or export specific labels using Google Takeout. 
• Understand eligibility and the terms for access to either the Alumni Email Service or Retiree email service. 
  • Read about how to Clean Out Your Email and Reduce Your Google Storage. 

If your employee has left:

• Access data from departed employees by first reviewing the UC Berkeley Office of Ethics, Risk, and Compliance Services (OERCS) information regarding accessing former employee email or files. 
  • Read more about the parameters for Access to Electronic Communications with or without consent. 

Box

• Transfer ownership of files to a SPA or other individual at UC Berkeley to preserve retention of content. 
  • Read more about managing Box collaborators and transferring folder ownership. 

Google Calendar

• Transfer ownership of calendars and events; read instructions for how to transfer calendars or events in Google Calendar.

Google Groups

• Transfer Google Group ownership and delete lists that are no longer needed via the Manage Lists page. 
  • Consider transferring ownership to a SPA rather than to an individual. 

Zoom

• Transfer ownership of recurring Zoom meetings, and other relevant data like whiteboards, notes and cloud recordings; read instructions for transferring Zoom data to another user.