Data mangement

User access management policy for Google Apps | User policy for Google Apps | Acceptable use policy | Change Management policy | Closure of a Google Apps account

RETENTION AND DISPOSAL OF FILES

CGIAR's Google Apps (CGXchange) has been in service since 2009 and users on CGXchange have 30G of space per account. Please consider carefully whether you actually need to keep a copy of each file you create on Google Apps and evaluate what you need to export and provide back to your Center. 

If Google Apps is not the Center's definitive institutional repository, information or files that are part of the institutional memory of the Centers should be exported from Google Apps, and copied over to your internal repositories to ensure these are retained as a single definitive copy. 

Please check with your local IT departments for the internal guidelines in regards to the management of data in the Google Apps. 


EXPORTING DATA

In order to migrate data from one Google account to another, or if you want to export your information when leaving the organization, you must first export your data. It is recommended that you export your data using Takeout, a tool provided by Google. Follow the step below to export your Google account data.

  1. Sign in to the account that you wish to export data from.
  2. Visit the Google Takeout website.
  3. Click the Create an archive button.
  4. Select the applications you would like to export data from.
  5. Most applications have the option to select the format you would like Google to use when exporting the data.*
  6. Click the Create archive button.
  7. You will receive an email when the archive is ready for download.

*If you plan to import your data into another Google account, use the default format options.

Please note that Google Takeout does not support all applications. For a list of supported applications, please visit the Google Takeout website.

reassigning ownership of documents from one user to another

When someone is leaving the organization, there are ways to transfer ownership of the departing user's documents to another user in the organization if required. 

The options are:

Option 1. Reassign ownership of some documents: The user can manually give ownership of selected key documents to the new replacement, or to someone else in their team: Transfer file ownership

Option 2. Reassign ownership of all documents: The user can also opt to give ownership of all of his/her documents to the new replacement, or to someone else in their team. The CGXchange support team can assist with this process from the admin panel. The user would have to submit a formal request to the CGXchange support team (cgx-supportATcgiar.org), outlining the name of the account for the transfer. The CGXchange support focal point will evaluate the request, and will ensure the user receiving the documents is aware of the transfer and has enough space to support the transfer. The Center's IT Manager will be copied in the message exchanges to make them aware of the procedure. The user who requested the transfer will be notified once the process transfer is complete. 

If the user has already left organization, his documents will still be stored on CGXchange, even if the user's access has been suspended. Someone from his team can contact the CGXchange support team to request the transfer. The same process as above will apply. The ICT Manager will be copied in the correspondence for their information, and action if required. 

 

PURCHASING ADDITIONAL STORAGE SPACE

Users on CGXchange have 30G of free space per account. Additional space on Google Drive can be purchased and setup for individual users in two ways:

-Option 1 - Purchased by the CGXchange admin: https://support.google.com/a/answer/1726914.This would require having prior approval by Center's IT Manager for the payment.  

-Option 2 - Directly done by the user, supported by the local ICT Helpdesk. Indivdual storage is enabled on CGXchange and Google Drive space can be purchased on a per user basis by logging in to the CGXchange account and clicking here: https://www.google.com/settings/u/1/storage.


documents and sensitive data

  • We recommend that care is taken if you are creating private or sensitive documents, or using sensitive data supplied as part of a research contract. Ensure that the security settings of the files are set correctly, ensure you are aware of data protection requirements, and consider whether the documents would be more appropriately stored in your own Center's file store.
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