Archive accounts on Shared Drives as Admin

As an administrator, you have the ability to move an entire user account to a Shared Drive, which is particularly useful for archival purposes. This process allows you to move all files owned by a user to a shared drive, ensuring that important data is preserved and accessible even after the user has left the organization. This guide will walk you through the steps to archive a user account using Folgo.

Use case:

Data Preservation: Keep valuable information accessible after a user departs.
Compliance: Meet legal and organizational requirements for data retention.
Centralization: Consolidate data for easier management and access control.

Prerequisites

Before you begin, ensure you have:

Admin tasks: Admin tasks must be set up on Folgo.
Administrative Access: You must have admin privileges on Folgo.

Steps to Archive a User Account to a Shared Drive

1. Select the User Account

Identify the user whose files you need to archive.

2. Choose the Destination Shared Drive

Decide whether to:

Use an Existing Shared Drive: If you have a shared drive designated for archives.
Create a New Shared Drive: If you prefer to keep the user's data in a separate location.

3. Use Folgo to Initiate the Move

Access Folgo and follow these steps:

Open Google Drive then open Folgo
Go to Admin tasks > Move to Shared Drive > Move an Account
Select the User: Enter the user's account email address.
Select Destination: Choose the existing shared drive or opt to create a new one.

4. Move to Shared Drive process

Owned Files: Folgo will transfer all files owned by the user to the shared drive.
Recreating File Structure: The tool will attempt to accurately recreate the user's file structure within the shared drive.
Parent not owned by user: If the user is not the owner of the parent of one of his files, Folgo will:
- Move the content to the Shared Drive root.
- Create shortcuts: If possible, create a shortcut in the original parent folder that redirects to the contents in the shared drive.

Tips for a Smooth Archiving Process

Communicate with Stakeholders: Inform relevant team members about the archiving to prevent confusion.
Perform a folder audit: We recommend that you first carry out an audit of your file to ensure that it can be moved safely. See more here.