How Hillsboro School District Enhanced Their Google Workspace Management and Data Protection
About
Hillsboro School District is the fourth-largest public school district in the state of Oregon, USA with 36 schools serving
Students
More than 20,000 students from preschool through twelfth grade.
Subscription Type
Manage Plan
Includes
Overview
Having worked with the district for 6 years as a District Tech, Jorge Tello recently transitioned to Systems Network Engineer where his work is primarily looking after Google-related items and setting up student devices.
Jorge’s predecessor gave him an overview of everything when he started but other than that he’s pretty much self-taught.
Challenge
If a leaver user account is deleted to free up Google licences for example, this action also deletes all the files owned by that user. These can sometimes be important documents that may also have been shared with other users.
From time to time, users store non-work-related files on the school domain and if a user reaches Drive capacity, they then no longer are able to store new files in Google Drive and also may not be able to accept or send emails. Prior to using GAT, the Google Admin team relied on GAM and the Google Admin Console to resolve these issues.
Use Cases
GAT allows Jorge to change ownership of Drive files in a few simple clicks. “GAT has been tremendously helpful, especially with student and staff investigations. Students sometimes use Chromebooks for other purposes outside of school and so when investigating incidents that can arise from this, GAT makes our job very easy.”
Using GAT to identify and remove non-work-related files from Google Drive, Jorge has recovered several terabytes of storage space for the domain. At one point, a user inadvertently deleted what they thought was just a shortcut, and ended up deleting an entire Google Drive. Using GAT, Jorge and his team recovered and restored a complete department of files that otherwise would have been deleted forever.
“Our working relationship with the GAT team is great. A short time ago, I didn’t realise we only had one security officer in our School District, and that person happened to be on leave. A school Principal was looking to transfer ownership of a document, urgently. I was stuck! I jumped on GAT Labs webchat and the support team responded immediately. They pointed out what needed to be done and the approvals required and within no time, we had another approved designated security officer. The great thing was, I never mentioned it was an emergency but it was responded to immediately as if GAT support team inherently knew I was in a hurry.”
Results
“GAT gives us back valuable time and provides the security we need. Considering all the digging through files our staff and teachers would need to do, I estimate GAT reduces the overall workload by 40 to 50%.”
Security is a priority for Hillsboro District going forward.
“Our core strategy is the safety of students, keeping data safe, and making sure applications comply with policies. We definitely plan on using GAT going forward and also continuing with 1:1 Chromebooks in Hillsboro School District”
Jorge Tello – Systems Network Engineer at Hillsboro School District
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