Upcoming: Google Drive files shared with you by former Miami employees
Here are some things you will need to remember as we move into the new era of storage management at Miami.
Upcoming: Google Drive files shared with you by former Miami employees
As Miami has worked to accommodate recent storage restrictions in Google Drive, some data storage policies have needed to shift. As a result, when employees leave Miami, there are new recommendations for what to do with the data they are leaving behind.
We’ve mentioned before that the documents created and shared by departing employees will begin to show a “Pending Delete” label in Google Drive. This label appears like this in your drive:
Here are some things you will need to remember as we continue moving into this new era of storage management at Miami:
“Pending Delete” and what it means
When someone you have worked with leaves Miami, a “Pending Delete” label will be applied to all of their documents. They will lose access to their accounts within 45 days of their departure, but you will be able to see and interact with their Google documents (Sheets, Docs, Slides, etc.) for 180 days after they leave. This means you’ll need to do one of the following:
Find the documents in your drive that this applies to. .
- Decide what to do with those files: Do you need them? Are you required to keep them?
- If you need to keep the files for whatever reason, make a copy of them and put them into your own My Drive or a related Shared Drive.
New deadline: September 15, 2025
All of that being said, this is a new process! We will start the process of deleting old accounts on September 15, 2025. After this date, we will follow through with deleting accounts 180 days after that person leaves Miami.
The deletion on Sept.15 will be the first of its kind. This means that the data of all employees who have been gone for longer than seven (7) years will be purged on Sept. 15, in addition to starting the regular cadence of removing access to data from former employees. We are giving Miami employees six months to work through affected files. Start now!
That means you will need to look at documents that have been shared with you by anyone who has left Miami in the last seven years. As a reminder, we also have a handy tutorial video for finding those files:
Thank you for your hard work!
Change is never easy, nor is it unfelt, and we appreciate the Miami community for helping us make this process as painless as possible. Expect to see many more reminders of this nature as we get closer to Sept. 15.