A Team Member Has Left: A Guide to Managing Their Digital Legacy
When a team member moves on, the administrative tasks can feel endless. One common question we get from clients is how to handle the former team member's Google Workspace account. Often, the request is to "keep the account active, but drop it to the lowest possible cost."
It's a logical thought process. The team member is gone, so they don't need active IT support for that account anymore, right? While the intention to save money is understandable, the reality is a bit more complex. An active account, regardless of who is using it, still requires management to ensure it remains secure, accessible, and compliant.
Why an "Inactive" Account Still Needs Support
Think of a departed team member's account like a storage unit for valuable company data. You wouldn't leave the door unlocked or stop paying the rent just because you aren't visiting it every day. The same principle applies to a digital account. Here's why it still needs attention:
Security: As soon as multiple employees begin logging into a single account, its security is inherently weakened. Best practices like two-step verification often have to be disabled, making the account a much easier target for unauthorised access. We need to actively monitor it for any unusual activity.
Backups & GDPR: Your company has a legal responsibility to protect and retain data, including the information within the former team member's account. Our support ensures that the account is continuously backed up, meeting GDPR requirements and safeguarding you from data loss.
Accessibility & Functionality: When your team needs to access an old email or find a crucial file in that account, they need it to work seamlessly. Our support ensures that remaining employees can get the access they need without disruption. If a feature isn't working or a password needs resetting, you need someone on hand to resolve it quickly.
Cutting back on support for an account that is still actively being accessed by your team can introduce risks and potential headaches that far outweigh the initial cost savings.
Your Options: A Clear Path Forward
We want to provide the right solution for your specific situation. To make things clear and simple, we offer three distinct options for handling a former team member's Google Workspace account:
1. Maintain the Full Account
This is the best option if the team member's role is being taken over immediately or if multiple team members will need regular, ongoing access to the account.
What it is: The account remains fully active and licensed, with the same level of support, security monitoring, and backup as any other team member.
Best for: Seamless transition periods and situations where the account is critical to daily operations.
2. Suspend the User Account
This is the ideal choice if you need to block access temporarily while you decide on a long-term strategy.
What it is: The account is suspended, meaning no one can log in, and it cannot send or receive emails. However, the data is preserved, and the account can be quickly reactivated.
Best for: Temporarily securing an account immediately after a team member leaves.
3. Archive the User Account
Archiving is the most cost-effective and secure solution for long-term data retention without the need for an active license.
What it is: The team member's license is removed, but all their data (emails, files, etc.) is retained in Google Vault. This frees up the license for a new team member while ensuring you meet your legal data retention obligations.
Best for: Complying with GDPR and ensuring you have access to historical data for years to come, without paying for a full, active license.
Let's Find the Right Fit
Managing the transition of a departing team member can be tricky, but we're here to help you navigate it securely and efficiently. The next time a team member leaves, let's have a quick chat to determine which of these options best suits your needs.
