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Review and Save Shared Google and Microsoft Files and Calendars

Submitted by stauffeg
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As students graduate and employees leave the university, continuing employees and students should review any Google or Microsoft files or calendars shared with them. Graduates and retirees are no longer entitled to CU Boulder Google and Microsoft services, and you will lose access to their files and calendars if action is not taken. Retirees will not lose access to their CU Boulder email account as part of this change.

For Continuing Employees

If files or calendars have been shared with you by graduates, retirees, or other departing affiliates, review them now to avoid losing access.

  • Review shared files in Google Drive and Microsoft OneDrive.
  • Save or move files you still need to a recommended storage solution.
  • Download rather than copy files when possible to avoid exceeding Google storage limits (except for Google‑formatted files). How to download files in Google. How to download files in OneDrive.
  • Departments are responsible for identifying and retaining files subject to records retention requirements.
  • Review shared Google calendars and request ownership transfer from the current owner before they lose access. You can also request ownership transfer through the IT Service Center (contact information is at the bottom).
Important Actions for Google Calendars

Google recently changed how secondary (shared) Google Calendars are owned. These calendars are now owned by the individual who created them.

If a calendar owner leaves CU Boulder and ownership is not transferred, the calendar will be permanently deleted when the owner’s Google account is deleted.

This is especially important now because nearly 4,000 newly identified individuals who are no longer entitled to Google access currently own secondary calendars:

  • March 25: Accounts of these individuals will be disabled. Calendars will no longer be visible but can still be restored.
  • April 24: Calendars will be permanently deleted when the Google accounts are deleted.

Failure to transfer ownership could result in teams or departments losing critical scheduling information. Instructions for transferring calendar ownership are available on the Google Workspace FAQ page.

If you find that a still-in-use calendar is no longer available before ownership was transferred, please contact the IT Service Center at oithelp@colorado.edu or 303-735-4357 to see if it is recoverable.

Course Content Reminder

Some instructors without an active appointment may be categorized as unaffiliated and may have their files deleted (for example, instructors who have not taught since last summer). Academic departments should review shared course content in Google Drive and OneDrive and save needed materials to an appropriate storage location.

Orphaned Files

When alumni, retiree, or non‑affiliate accounts are deleted, files you own that were stored in those accounts may return to the root of your Google Drive. 
 

For Those Who Are Graduating or Retiring

To avoid losing files you may need:

  • Retirees: Files are retained for 90 days after retiree status is recorded in HR, then deleted. During this time, files are set to view‑only.
    Alumni: Files are retained for 90 days after graduation, then deleted, and are also set to view‑only during that period.

Download and save any personal or professional files you wish to keep before the 90‑day window ends.

Transferring File Ownership

Note: Emeritus faculty and retirees who are actively working or volunteering for the university remain entitled to CU Boulder Google and Microsoft services. Their files are not deleted.

Questions?

Contact the IT Service Center at oithelp@colorado.edu or 303‑735‑4357.