Your Google at IU account when you leave IU

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Account eligibility

At Indiana University, eligibility for computing accounts depends on your status as a student or employee:

Google at IU accounts remain disabled for 180 days, and then are deleted. For more about account lifecycles, see Lifecycle of typical computing accounts from creation to deletion.

Preserve your data

When dealing with your Google at IU account before you leave IU, take care to move your data to appropriate locations. You can relocate your personal files to a desktop or laptop computer, a mobile device, another cloud-based storage service, or some form of storage media (e.g., DVDs, flash drives, or external hard drives). However, if your Google at IU files contain institutional data, you must move them to an IU resource that's approved for storing such data.

Your options for backing up data depend on your status as a student or employee. Follow the appropriate instructions below:

Instructions for students

As a student, you can use Google Takeout to transfer your Google Drive data and email messages to another Google account:

  1. Visit https://takeout.google.com/transfer and log in with your username and passphrase.
  2. Enter the email address of the non-IU Google account and click SEND CODE. If you're transferring to an IU Alumni Association Google account, your address will be yourusername@alumni.iu.edu.
  3. You will receive a verification email message at the email address you specified in the previous step. Open the message and click Get confirmation code.
  4. In the resulting tab, you will see a confirmation code. In the Google Takeout window, type this code into the "Enter code" field.
  5. Click VERIFY.
  6. Choose the content (e.g., Drive files, mail) that you would like to transfer. By default, both your Drive files and mail will be selected. To deselect content, click the blue toggle.
  7. When you are ready, click START TRANSFER.

If you would like to export all of your Google at IU data into a single file or archive:

  1. Visit https://takeout.google.com and log in with your username and passphrase.
  2. Select all of the apps whose data you would like to preserve. By default, all apps will be selected. To deselect an app, click its blue toggle.
  3. Click NEXT.
  4. Choose the file's format (e.g., .zip, .tgz), size, and how you would like to receive the file.
  5. Click CREATE ARCHIVE.

If you would like to download specific app data without transferring it to another Google account, see the "Download specific app data" section of Import and export Google data and email.

Instructions for faculty and staff

To preserve data associated with your Google at IU account (e.g., Drive, Calendar, Contacts), see the "Download specific app data" section of Import and export Google data and email.

Institutional data

If any files in your Google at IU account contain IU institutional data, you must move them to a group account associated with your department or organization. Shifting ownership of institutional data to a departmental or organizational group account helps simplify staff transitions and ensures appropriate ownership of institutional data.

Two options are available:

  • Transfer ownership of your folder(s) to an active group account within your department or organization. If you have individual files to transfer, first create a folder for them and move them into that folder. Although you can transfer individual files, any collaborations you have set up will remain intact only if you move the folder(s) in which the files are stored. Also, you cannot simultaneously transfer ownership of multiple files or folders. For instructions, see the Transfer file ownership Google support page.
  • Move all your data (including any personal data you have not deleted) to another Google at IU account. Contact your campus Support Center to request this option.

This is document agul in the Knowledge Base.
Last modified on 2018-12-07 11:27:55.

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