Google Drive Access for Archived Accounts

[chriswnek]

Benefit

The Division of Technology Services (DTS) is updating Google Workspace data access settings to enhance data governance and prevent permanent loss at the end of retention cycles. Starting May 16, 2026, active employees will no longer have access to Google Drive data owned by Archived Accounts.

An account becomes archived upon an employee’s separation from employment. Under the new change, once an account is archived, any files or folders shared from that employee's personal My Drive will no longer be accessible.

To help employees identify if they are currently relying on data owned by an archived account, we have launched the Drive Investigation Portal. All staff should use this portal to review any documents they regularly access that belong to an archived user.

You can see additional details here.

Acceptance Criteria

• Review Drive Investigation Portal.
• Determine which files need to be retained
  • Submit a “Transfer Request” for old Greg items that we still use for workflows (@eneemann)

Notes

• Some questions to pose to the Google Workspace Team
  • Do items in Shared Drives go away if an archived user owned them?
  • Can we transfer items to Shared Drives?
  • Can agrc@utah.gov own the items? Or ugrc-employees@utah.gov?

Risks

Issue Reference

[eneemann]

Items were transferred from archived Greg Bunce and Mike Heagin accounts to retain worflow documentation. Content was moved in the UGRC Shared Drive for long-term stability. Also migrated the Discover account creation forms.