How do I make a backup or archive copy of my Google data and Drive? I'm leaving the SFUSD.

Once your employment with the SFUSD ends, your SFUSD Google account is deactivated and will be inaccessible. DoT does not delete departed employees' accounts, but you will not be able to login and people won't be able to email the account anymore.

To keep your Google documents and data, you can download a copy of your data. You should not keep copies of confidential or student-related data (FERPA protected) if you have such files: this includes examples of student work, forms where students have submitted responses, student scores/grades, student contact or identification information, IEPs or other SPED documents, and more. If you aren't sure if you can keep a copy of a file, speak with your administrator or supervisor.

Download a Copy of Your Files to Your Local Computer

If you need to make a backup as an archive copy of your Google data because you're are leaving SFUSD employment or you simply want a backup copy, the Google Takeout tool will allow you to copy Gmail, Calendar, Contacts, and Google Drive content, among others. While going through the Takeout process, you can choose which items to download, including which specific folders within Drive. The process of selecting which folders to keep may be easier if you first move all the files and folders you want to take into a new folder in Drive before starting the Takeout process. 

Please review the Google Takeout tool procedures at the following link but be sure that you're logged into your SFUSD Google account before clicking it Please note that your Google Drive folder organization structure will not be preserved in the backup file. Additionally, if you include Classroom data in your Takeout download, it will not download any assignments, questions, or posts from Classroom. There is no way at the moment to take Classroom items with you.

Learn more

Learn more about Google Drive & Classroom for departing employees.

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