An issue that comes up from time to time is how best to deal with Google Drive documents from departing Google Workspace users. This is usually not a big problem if it is just one or two people leaving the Google domain, but what if you are a college with hundreds of departing students and perhaps dozens of departing staff each faculty year, how can you get to grips with such a large number? What are the documents involved? Which documents are important? You need audit tools for that.
Here we examine some ways GAT’s Drive Audit for Google Drive can help you assess the issues whether with 1,000 users are leaving or just one.
Many users leaving – what documents to deal with?
When a user is leaving, the account is usually marked ‘suspended’ while a decision is made on what to do with the contents of their Google Drive. Suspended accounts should be moved to an OU. In the example below, we have an OU called ‘Leavers’.
Once all the suspended users are collected in a single OU they can be dealt with collectively in each of the audit areas. For this example, we are going to focus on ‘Drive’.
Open Drive audit – then apply custom filter and search for the Org Unit,
Select the option to include Sub.Org if any and Owned option (to ensure you return only the documents owned by the suspended users)
Once the result is displayed you can check how many files are you dealing with by selecting ‘Show stats for the current filter’.
If the result is not displayed it might be because it requires background search.
You can find the background search here and request the result.
Once the long search we find all user in Leavers OU, then we apply a custom filter on top of that to locate the Shared out documents.
Or if it is background search, request the search apply to display the result, then apply filter and add search parameter – Sharing flags contains Shared out.
In this worked example, we are only interested in documents shared with other users.
What is left in the report are all the shared documents, owned by the departing users, shared internally or externally.
As part of a further filter process, you can sort on the ‘Updated’ column, this will bring the docs that changed recently to the top because these are active it might be more important to transfer ownership.
This will return only documents changed in those dates. You may consider older ones to be irrelevant.
These results can be saved as a spreadsheet for further analysis or passed to department heads for comment.
Once you find all documents changed in a period of time, a super admin can act upon the files and change ownership of those files using GAT Unlock feature.