This might be called deprovisioning, or offboarding. When you leave UCSB (student, employee, visitor) you might have some computer accounts and information. Some of these accounts are provisioned and de-provisioned by Bren, others by UCSB.
The following dates generally start at your separation from the University (last employed day, graduation date)
UCSB Connect Email account / UCSB Gmail / Bren Email account (not alias)
- Employee - active for 2 weeks, then we reset your password(and you won't be able to use the account anymore). after 1 year, we make a request to the Connect Administrators to delete the account. We recommend that you work with your manager to set an appropriate "vacation" message, will apply for the one year. You may also choose to use google takeout to get a copy of your email and other Google related items such as your drive documents.
- Student - active for 13 months after you graduate (as your UCSBnetID is valid for 13 months
- Visitor - active for 2 weeks, then we reset your password (and you won't be able to use the account anymore). after 1 year, we make a request to the Connect Administrators to delete the account. We recommend that you work with your sponsor to set an appropriate "vacation" message, will apply for the one year. You may also choose to use google takeout to get a copy of your email and other Google related items such as your drive documents.
Bren Desktop Account
- Student - active for 2 months after you graduate, then we disable the account, and 1 year later we delete the account and all data.
- Employee - disabled after you are no longer an employee, account and data deleted 1 year later.
- Visitor - disabled after your last day from your sponsor request, account and data deleted 3 months later.
Box Account - employee: no access after removed from PPS (as the UCSBnetID gets removed) ; Student no access after 13 months of graduation
Google Email/Drive - employee: active for 2 weeks, then we reset the password ; Student no access after 13 months of graduatiion
Employees - Meeting with your supervisor
We recommend that you and your supervisor meet to review what files you might have stored in your personal areas. Personal areas might include your Bren Desktop Account H Drive, your Google Drive, your Box account. It might also be good to review any email contacts that had gone specifically to your email account. We encourage that Bren business/operational files be stored areas not "owned" by the individual, but we realize this can't always be followed.
Bren Desktop Account H Drive - hopefully most Bren business files were saved in a departmental shared folder, but if not, you can work with your supervisor to either move the files from your H drive to the departmental share or send a note to compute, asking to give access to your supervisor the files in your H Drive.
Box - Any files/folders that you have stored personally, can easily have the ownership changed to your supervisor. If you don't want to have the ownership changed, you can copy them to a department share on box that your supervisor has access to.
Google Drive - Any files/Folders that you have in your Google drive, you can share with your supervisor and then once they accept the share (or go into it), you can then change the owner of that folder to them.
New section for departing students; getting your digital assets before your accounts close:
You have 13 months to save or transfer your Google and Box digital assets. We recommend you don't delay this process.
We are recommending that you move your digital assets to cloud storage rather than a USB disk drive. Cloud storage has an annual cost ranging from $25 a year for 100 GB to $100 a year for 1000 GB or 1 Terabyte. We believe Google Drive might be the easiest and least expensive cloud storage to use if you aren't already paying for cloud storage. Some people may want to move their files to a USB drive, but its important to realize that hard drives fail and are less resilient than cloud storage.
BREN H and G Drives - We recommend you audit how much storage you are using in both drives and assess whether you need the gigabytes of files you have. Login to a desktop at Bren or remotely to woodstock or snoopy and run windirstat (just click Start and then type "windirstat"). Run it on your H drive first to audit how you are using your disk storage. Delete any files that you don't need, and empty your Recycle bin on your desktop. This narrows down the amount of storage you need to copy to the cloud.
Action - identify which folders to keep, methods: drag and drop to your cloud storage (most efficient when remote on a Bren Windows Desktop; Use Reef to download (https://reef.bren.ucsb.edu), You can also copy files to an external drive connected to a Bren Desktop if on campus.
UCSB Google Account you can easily transfer your email messages and Google Drive files to a personal google account using the google takeout process. We recommend you assess how much storage you are using in both accounts to determine if you need to purchase more storage in your google account before starting the google takeout process. You can also save/download your Google content in the takeout process (but this might be less convenient and take more time).
Warning: files that were shared with you, won't be copied in the takeout/transfer process. If you want to keep those files, you should review in Google Drive "Shared with me" and make copies of any files you want to keep. (select file or files, then right click and make a copy).
Action - read https://support.google.com/accounts/answer/6386856
- Find out how much storage you are using and with what services : https://drive.google.com/settings/storage
- Do the same for your personal Google account
- If you need more storage in your personal Google account purchase more
- Perform the google takeout process to copy mail / drive storage / etc from your UCSB account to your personal account (we recommend you do a transfer rather than download/create archive) - https://myaccount.google.com/privacy#takeout
Box Account - a free / individual box account offers 10 GB of storage (as of June 2019) (picture -> account settings -> Storage used) . If your UCSB box account has less than that, it is very easy to transfer ownership of your folders / files to your personal account. There has been "an expectation" that you can convert your UCSB Box account to a personal account with a 50GB storage allocation; as of June 2019, the department that handles the service isn't able to do this (we've asked).
Action - If your storage is less than 10GB,
- create a personal free Box account (box.com) try in firefox
- UCSB box: Move all the folders you own into a single folder (ucsb.box.com) try in chrome (just a different web browser)
- UCSB box: Share that folder with your personal account
- UCSB Box: Change the ownership of the folder to your personal account
Watch this VIDEO if it doesn't make sense
If you have folders shared with you that you want to keep, you can download the content and re-upload it to a personal folder on your account. There is no way to copy or duplicate shared folders within Box.