Account Lifecycle and Storage

 

What is happening?

• Content from inactive Google & Box accounts will continuously be deleted following the Account Lifecycle Process.

• Collaborators must manually transfer any research, project, or other files they collaborated on from the inactive account.

• Failure to take preventative steps will result in the LOSS OF ACCESS to important files.

What accounts will be impacted?

Accounts owned by individuals who have left the University will be removed a year after their separation from the institution. 

To assist campus with identifying accounts in this backlog, a label of [Pending Deletion] has been prepended to the account name. 

Note: Currently, Emeritus/Retirees accounts will maintain their 'active' status and are not affected. However, if an individual has passed away, their account may be included in the pending deletion group.

Who will be affected by the change?

Anyone who is using collaborative materials owned by a former faculty, staff or student community member.

When does the deletion of Google & Box accounts begin?

Deletion of inactive faculty, staff, and student accounts first began in March 2024.

Why do we need to do this?

As part of the University’s continued efforts to manage our storage footprint, the Office of Information Technology (OIT) is following the account lifecycle process according to the NetID Access to University Information Technology Resources policy, which includes the deletion of an individual’s Google and Box account after they leave or graduate from the University. This process will delete the accounts and remove any files associated with the accounts including collaborative content from an individual’s My Drive or Box account. To protect access to collaborative content, you may need to copy important documents before they are deleted.