Google Apps is a cloud based, paid productivity suite that contains Google mails, docs, calendar, groups and sites. It assists users and related teams to connect and get work done from anywhere and on any device. It is very simple to setup, create an account, use and manage allowing account holders to work smarter and focus on what really matters the most at work. It is a fact of any business organization that staff having Google Apps account move on to other establishments. And at such times the accounts created for the respective employee remain useless that costs to the company. At such situations company falls in dilemma as: What to do with Google Apps accounts when staffs move on?
In the broad sense, there are two options that any company can opt for; when employees having Google Apps account leave the establishment and go elsewhere. The first option is that they can continue with the account without doing anything with it and the second is that the account can be terminated. Both the options are discussed below so as to assist companies who face this problem frequently and remain concerned so as what to do with Google Apps accounts when staffs moves on to other organization?
1. Continue with the account – Don’t do anything to the Apps account and leave it as it is. If this option is chosen then the company needs to keeping paying the relative modest monthly or annual fees. This is necessary to keep the account in running mode even though it is not being actively used by anyone. Of course, in such cases good housekeeping tasks such as changing the password, creating an auto-responder that says ‘the particular employee no longer works for us’ and perhaps enabling the feature to allow one or more staff members to easily login to the account of a staff member who has moved on, should they need to refer it.
2. Cease the account – The second option that a company can opt for is that the account can be completely terminated or cease fired. When this alternative is chosen then the organization need not pay for it as the account has been ended. But before the account is ceased then probably the establishment needs to do one or both of the following things:
- Completely backup the Google Apps account
- Copy or merge the account into another existing Google Apps account of any other employee. For e.g. let’s say that “A” is an existing staff of an organization and “Z” has left the organization and both of them have Google Apps account from the company. Now A is taking over Z’s role. Therefore the company may wish to copy all of the data (Gmail emails, calendar, docs, etc.) into A’s account so that quick and easy access to the entire digital history of Z’s Google Apps account with the concerned company is made within A’s own Google Apps account.
Note: Here, in the second case there could be confidentiality issues before merging an ex-employees account into a new or existing employee account. The history details in Google Apps might contain some confidential info related to salary, personal or performance issues that the establishment might have discussed with the previous employee. The company obviously would not like to share the info with another employee who might stumble upon the stuff and create panic.
Have Unused Google Apps Account – Take Complete Backup
Hence, in such cases it is advised through this article that the establishments who frequently or rarely have the query: what to do with Google Apps accounts when staffs move on, they can make use of SysTools Google Apps Backup tool that quickly backup complete Google Apps data in the most commonly used latest file formats such as PST, EML, MSG and MBOX. Once the backup is taken the account of previous staff can be can be deleted so that the company does not face the burden of payment as the account gets discontinued.
Author Bio: SysTools has a worldwide name in providing the most successful data recovery and cloud backup tool.Google Apps backup tool is one such creation of our company to help Google apps users to backup your business data.