Individuals leaving the HUUSD should expect accounts to be suspended after the last day of contracted employment. The suspension of your account will not cause HUUSD employees currently sharing your work to lose access to the documents. Data that you wish to retain should be copied to a personal account prior to this date. Details on that below. Any documents created while in the employ of the HUUSD are property of the HUUSD, and should not be shared with personal accounts. Please do not share HUUSD documents with your personal accounts.
If the user wishes to retain copies of ALL documents contained in their users My Drive (Does not include documents in Shared With Me drive), these documents can be transferred to another account. Please note the word transfer is loosely used here, it is actually creating a copy of existing documents in your HUUSD account to the drive folder of your personal gmail account. This will not move files from your HUUSD account to another. HUUSD will still have the original files with sharing intact, and you will have a copy that your personal account is owner of.
Don't have a personal gmail account?
If you don't have a gmail account, any email (ie: yahoo) can be linked to gmail to get the features of gmail. https://support.google.com/accounts/answer/27441
This process is an all or nothing transfer.
This process requires logging into a non-huusd account, which you can't do from your HUUSD managed Chromebook. So use of both your HUUSD device, and a personal device is recommended.
1. Login to your HUUSD account.
2. Go to myaccount.google.com
3. There will be a Transfer Your Content option. Click on Start transfer.
4. You will be asked to "Enter a destination address" Type your personal email address you wish to "transfer" data to.
5. Click Send Code. Leave this window open, as you will need to provide more information.
6. Login to your personal account (on your personal computer). There should be an email in there from Google with the subject Verify your Account.
7. Open that email and click "Get Confirmation Code"
8. Copy the code that gets generated.
9. Go back to your HUUSD account left open in Step 5.
10. Type in the verification code provided in step 8.
11. Choose Content. You will have the option of choosing your My Drives files, or your Email or both. Please note, this is ALL files and ALL email.
12. Click Start Transfer. The message states that it could take up to a week.
To retain access to, and have ownership of only CERTAIN documents created, individuals should download copies to either a personal computer prior to account deactivation, or to a USB drive, which can then be uploaded to a personal account. Note; you are only downloading a COPY of the document. The original stays intact. Your personal account will be the owner of that document copy.
Documents in Shared With Me folders can be downloaded as well.
Steps:
1. Folders and all content inside can be downloaded. You do not need to open folders and download individual files if you desire a copy of the entire folder contents.
2. You can select multiple files or folders at once to download by using Shift key to select a range of sequential files or folders, or using CTRL to select groups of non-sequential files or folders.
3. Once the desired files are selected and highlighted, right click and choose Download.
4. Single Files will simply download. Multiple files and folders Google will process by zipping the files.
5. When the zipping is done, a message “might” popup:
You must select Leave. You will stay on the current page and the file will download as a zip file.
6. Google docs will download in MS Office format (ie: .doc or .xls) These can be uploaded to your personal Google account and converted back to Google docs if you desire that format instead.
Note: I did this process on my own Drive files. 14 folders selected for a total of nearly 2GB of data. The process from start to finish took less than 5 minutes. Times will vary depending on overall file size and available bandwidth.
If you require more time to transfer data, past the official last day of employment, this can be determined on a case by case basis with your school administration which will request an extension (of no greater than 30 days) on your behalf.