Google Drive files without active owners soon to appear as “To Be Deleted”
Campus Updates
Continuing efforts to meet storage caps
Case Western Reserve University’s University Technology ([U]Tech) department has announced that they will soon begin steps to remove files owned by individuals with suspended CWRU Google Workspace accounts or those in a Shared Drive scheduled for deletion. This move is in line with the university’s efforts to meet Google’s file storage caps.
Suspension and deletion of accounts
Individuals who have left the university, including alumni, will have their accounts suspended, and then deleted after 180 days. This means that their files, including Shared Drives managed by them, will also be deleted. To assist with the process, [U]Tech will apply the label “To Be Deleted” to files in Google Workspace that are scheduled for deletion. However, it may take a few days for the label to appear on affected files.
Important dates
On February 1, 2024, all Google accounts that have not been affiliated with the university for more than six months as of that date will be deleted. This also means that all files owned by those accounts will be permanently deleted. Additionally, all Shared Drives that have not had an active CWRU manager for more than one year will be deleted on the same date.
Automatic deletion
After February 1, 2024, any Google Workspace account that has been suspended for 180 days and any Shared Drives without an active CWRU manager for more than one year will be automatically deleted.
Safeguarding your files
To ensure that faculty, staff, and students have continued access to necessary files, it is essential that they review the files scheduled for deletion. [U]Tech provides steps to find and safeguard these files on the Google Files Shared By Suspended Users webpage. If you need assistance with any technology product or service at Case Western Reserve University, you can contact the University Technology Service Desk at help@case.edu, 216.368.HELP (4357), or visit help.case.edu.
Editorial: Balancing data management and user autonomy
This announcement from Case Western Reserve University highlights the ongoing struggle that organizations face in managing digital data and ensuring that file storage caps are met. While it is understandable that the university needs to address this issue, there are broader philosophical questions that arise regarding the ownership and control of personal and professional data.
The implications of ownership
When individuals create files and store them on platforms like Google Drive, there is a certain assumption of ownership and control. However, in cases like this, where accounts are suspended and files are deleted, it raises questions about the extent of individuals’ control over their own data. Should users have the right to retain ownership and control of their files even after they leave an organization? Or does the responsibility fall on the organization to manage and control access to files?
Balancing data management and user autonomy
Striking a balance between effective data management and user autonomy is a complex task. On one hand, organizations need to ensure that file storage caps are met and that data is properly managed and secured. On the other hand, users should have a certain level of control over their own files, even if they are no longer affiliated with the organization.
Advice for individuals
In light of this announcement, it is crucial for individuals to review the files they have stored on Google Drive and take necessary steps to safeguard those that are scheduled for deletion. It is also an important reminder to regularly back up important files to alternative storage platforms or physical devices to ensure their long-term preservation.
The future of data ownership
As technology continues to evolve, the issue of data ownership and control will become increasingly significant. Organizations and individuals must continue to navigate the complexities of data management, privacy, and ownership. Striking the right balance will ensure that both organizations and individuals can effectively manage data while respecting the rights and autonomy of users.
<< photo by Alexey Malakhov >>
The image is for illustrative purposes only and does not depict the actual situation.
