Transfer of ownership - Drive files for offboarded employees


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Transfer of ownership - Drive files for offboarded employees

• Does anyone have strong opinions about ownership transfer of old documents vs a monolith “Archive” account?
• What is your preferred way to transfer old data that needs to reside in the organisation ?
• Do you only transfer shared files or all files always?
Is there a best practice for this?


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I transfer shared files either to the offboarded employees manager or to myself. We have a copy of all files in our backup service which I keep active for a while after someone leaves in case we really had to find an unshared doc, but that has happened like 2-3x in 10 years.


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Yeah likewise here with ‘shared files’ => manager the only thing thats bothering me about this is that it increases the risk of the CxO / Manager level accounts with time as they start to retain and keep access to more data


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The monolith approach at least keeps it isolated and under control where clear alerts can be set up - but then again, all of a sudden you have that one account that eventually will hold x years of data from the company 😂


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I don't do that. I archive the account and keep it for X years. I'll also have a Vault Rule that deletes data in those accounts that hasn't been a opened for X-Y years.

Saves you from GDPR things and the environment from unnecessary storage.


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Ohh a contender! so with archiving licenses the drive files are kept intact ? Is it just email that gets completely shut?


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I have not deep-dived into the whole archiving license thing that much


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Yes.


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IIRC when they came out with the archival licenses i got a quote from our reseller and they were not that much cheaper than a regular license. were you able to get a decent price on those licenses?


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Peoples My Drive Files are peoples personal / private files. I have no business in knowing what's in them (usually).


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Not to mention that even though they are in a corporate account there could be local privacy laws that make it a grey area as to whether the employer can access them


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They are about 1/3 the regular cost (IIRC) on list price..

Considering that I pay a person ~80k a year I think that say 840USD for 10 year archiving is fine.


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*assuming 7USD E+ AU list price


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yea i guess the cost of archive user could be a concern if you have a high turnover rate.


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Mostly we’ve been moving to using the shared drives for any work doc. Works for most things.


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Ooooooooh a vault rule on suspended or archived users could be super helpful for something in my future


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As I see now this thread has gone well past Dominik's comment about that 😐


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I am writing an article on this currently. Using Vault creatively to reduce emissions and ensure data privacy, sharing simplicity, and compliance.


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I have been asked a few times about document retention, which can be a very sticky subject. But one of the options I was asked to consider as potential “low hanging fruit” was departed employees. Having a “last-opened” retention period on those would be a good place to start.


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Yeah I really like the idea of sunsetting ”dead data”


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