What is the Deletion Pending Label in Google?
After people leave the University, their UMN email and Google Workspace accounts close. After the account closes, the Google files in "My Drive" that have been shared with others remain available for 120 days; and after 180 days, the contents of closed accounts are permanently deleted. Files that are stored in a Google Shared Drive will not be deleted.
People who remain at the University may need to retain files shared with them from closed accounts. You can review files shared with you that are scheduled to be deleted. All files that are scheduled to be deleted are labeled "deletion pending" at the top.
Please note: If you have seen "Deletion Pending" under the "Last modified" heading in Google Shared Drives, the file will not be deleted. This just indicates the account of the person who last modified the document is Pending Deletion but not the file itself. Below is an example of what you might see in the shared drive:
How to search for files Pending Deletion
To find files you have access to that are scheduled to be deleted, you can use Google Drive filters. There are two ways to search for the Pending Deletion label:
- The University has provided a link to view files in Google Drive with the "shared with me" filter and "deletion pending" label applied. This link is for anyone in the Twin Cities campus domain (includes Extension): https://z.umn.edu/filespendingdeletion-TwinCities. You can also opt into Monthly Notifications on Files Pending Deletion
- Manually search for files that are pending deletion. Instructions for how to search using the pending deletion label.
How to Retain Google My Drive Files Shared with You
Before someone leaves
The best way to retain files from anyone in Extension is to proactively have the person who is leaving:
- move files that should remain at the University to a Google shared drive; or
- transfer ownership of files or folders to the appropriate person.
The person leaving should follow the steps found in the Prepare University Data for Your Transition section of the Leaving the University guide.
After someone has left
The University has options available for retaining files after someone leaves and their account is closed, but timing is everything so you should be aware of the account closure timelines. The account closure timelines with options and instructions for retaining files after someone has left are outlined on the Google: Retain Files After Collaborators Leave the University webpage.
We can all make this process easier on everyone if we are intentional about where we store our important documents, and regularly clearing out what we no longer need. Check out these resources for tips and strategies on organizing Google documents:
Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu
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