Google Workspace Archive, Suspension, and Delete

Google Workspace recently introduced a feature to Archive a user account instead of deleting them. But you’ve always been able to suspend a user, so what’s the difference?

Archiving Google Workspace Accounts

If you wish to retain the user’s data for historical reference but not pay full-price for its storage, Archive is for you. Archiving a Google Workspace Account functionally disables the account from use and access, but, keeps the container around at generally half the price of the Workspace license paid for a full user. It would be used if the company wants to create an online storage pool of data of their former employees indefinitely.

Suspending Google Workspace Accounts

Workspace has always had the ability to suspend an account. Suspension is generally considered a temporary measure, however, which is why it differs from archive. Suspending account prevents end-user access and rejects all inbound mail for the user. Mail sent to that user is returned undeliverable by an NDR (Non-Delivery Report). You pay full-price on the license until the user is either archived or deleted. You’d suspend a user if there’s a temporary event taking place — like an employee termination or investigative leave — for an eventual disposition (archiving the user, deleting the user, or returning the user to active status.)

Deleting Google Workspace Accounts

Destroying a Google Workspace account effectively suspends the account and prepares to destroy the data. When a user is flagged for deletion, their data can be transferred to another user beforehand. When deleted, the user’s data is inaccessible, and their licenses are made available for reassignment. You have roughly 20 days as an administrator to recover the account before it’s deleted permanently.

What’s Not Deleted

It’s important to note what isn’t deleted under Google Workspace when an account is deleted. Their Shared Drive content is not deleted, as the Owner on their documents is the Share Drive itself; their Shared Calendars are not deleted; documents owned by someone else aren’t deleted.

Offline Storage for Archived User Data

In my practice, I’ve used a technique to create a no-cost, long-term storage strategy.

1. Create a Shared Drive for USER ARCHIVES and share it to the managers/principals of the organization as Content Managers; the administrator should be the Manager.

2. Return a Suspended User to Active status. Rotate its password to something you know and disable 2FA. Allow for a 10-minute window to access the account lowering Google’s security checks.

3. Login to this account in another browser window and access Google Takeout. Identify everything you want to preserve for the user; change the container size from 2GB to 10GB; prepare the extract. You can exclude Google Drive if you’re transferring the files to some other user.

4. Takeout will convert their data to flat files and compress the data into a *.zip file.

5. After the *.zip is downloaded, upload it into a folder named for the user under USER ARCHIVES.

6. Delete the user.

This process creates a permanent archive that doesn’t cost a license. If the data’s necessary, it can be accessed by flat files (CSV, ical, MBOX). You can then convert these formats or reimport the data into PST files or another Google Workspace user.

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The Importance of Employee Termination Checklists for Small Businesses

As a small business owner or manager, you've got a lot on your plate. Handling day-to-day operations, keeping customers happy, and making sure your team is running smoothly is no small feat. But when it comes to terminating an employee, things can get even trickier. Without a proper process, you could face legal troubles, data security risks, and even damage to your business reputation. That's why having an employee termination checklist is crucial.

Why You Need an Employee Termination Checklist

1. Legal Compliance: Terminating an employee isn't just about saying goodbye. There are legal considerations to ensure the process is fair and compliant with labor laws. A checklist helps you cover all bases, from final paychecks to COBRA notifications.
   

2. Data Security: In today's digital world, employees have access to sensitive information. Ensuring that all company devices, accounts, and passwords are returned and deactivated is vital to protect your business from potential data breaches.
   

3. Company Property: From laptops to keycards, company property must be returned. A checklist helps you account for all items, ensuring nothing slips through the cracks.
   

4. Communication: How you communicate an employee's departure can impact team morale and company culture. Having a standardized process helps you manage the narrative and maintain a positive environment.
   

5. Closure for the Employee: Providing clear instructions and support during the termination process shows professionalism and respect. It helps the departing employee transition smoothly, preserving a positive relationship.

Crafting Your Checklist

Creating an employee termination checklist tailored to your business needs doesn't have to be complicated. Start with these basics:

• Collect company property (laptops, phones, keys, access cards).

• Revoke access to company systems and change passwords.

• Process final paychecks and provide information on benefits.

• Conduct an exit interview to gain valuable feedback.

• Communicate the departure to the team professionally.

Remember, every business is unique, so customize your checklist to fit your specific requirements.

By having a clear and thorough process in place, you protect your business and ensure a smooth transition for everyone involved.

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The Essential Need for Access Control Systems in Small Businesses

In today's fast-paced world, small businesses need to prioritize security to protect their assets, employees, and customers. One of the most effective ways to enhance security is by implementing access control systems like door keypads and proximity cards. These systems provide a robust layer of security, ensuring that only authorized personnel can enter specific areas of your business premises.

Access control systems offer numerous benefits that can significantly impact the safety and efficiency of a small business. According to a report by MarketsandMarkets, the access control market is projected to grow from $8.6 billion in 2021 to $12.8 billion by 2026, reflecting the increasing adoption of these systems across various sectors.

Why Should Small Businesses Invest in Access Control Systems?

1. Enhanced Security: Traditional keys can be easily lost or duplicated, posing a significant security risk. Access control systems eliminate these issues by using unique codes or proximity cards that are difficult to replicate.
   

2. Improved Access Management: With access control systems, business owners can easily manage who has access to different areas of the premises. This is particularly useful for restricting access to sensitive areas such as server rooms, financial records, or inventory storage.
   

3. Audit Trail: These systems provide a detailed log of who accessed which area and when, offering valuable data for monitoring and investigation in case of security breaches. Important for compliance and insurance audits.
   

4. Convenience and Efficiency: Employees no longer need to carry multiple keys or worry about losing them. Access control systems streamline entry processes, making it easier for employees to move around the workplace.
   

5. Scalability: As your business grows, access control systems can be easily scaled to accommodate new employees and expanded facilities without the need for rekeying locks or changing security protocols.

Investing in access control systems is a proactive step towards safeguarding your business. It not only protects your physical assets but also provides peace of mind, knowing that you have a reliable security solution in place.

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