Review and Save Files Shared by Recent Alumni or Retirees
Finish wrapping up your spring semester with a review of Google or Microsoft files shared by departing alumni, retirees, and others. Graduates and retirees are not entitled to CU Boulder Google and Microsoft services, and could lose access to important files if they aren’t transferred or saved.
For Retirees and Alumni
- 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 before being deleted. During this time, files are set to view‑only.
Download and save any personal or professional files you wish to keep before the 90‑day window ends or keep reading to learn how to change file ownership.
Transfer File Ownership
Have documents in your OneDrive or Google Drive that colleagues may need to continue to access? Follow these tutorials and learn how to:
Please 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.
Review and Save files
Google Drive and OneDrive files owned by ineligible users (e.g., former employees, alumni, students who left CU Boulder, retired employees) are deleted on a rolling basis. Faculty and Staff should consider regularly reviewing files that are owned by users who recently left CU Boulder or will do so soon:
- Follow our Google Drive - Review and save shared files guide for tips on checking your shared files, then download the file or make a copy to your Google Drive.
- Looking for shared files in OneDrive? Check out our OneDrive - Access a Shared file tutorial for multiple ways to look for shared files. After that, download the file or make a copy to your OneDrive.
Additional Resources and Help
- Faculty, staff, and students have a Google Workspace storage limit of 5 gigabytes (GB). If you go above the storage limit, your account activity will be limited until you get under that quota. Follow our Google Drive - Manage your storage guide for more information on staying within that quota.
- Want to make the most of your OneDrive? Check out our OneDrive service page for top tips and tutorials.
- Schedule a consultation with the Messaging and Collaboration team to dive deeper into a topic. These subject matter experts are available for group or departmental trainings on Microsoft OneDrive, Teams, Google and more!
- If you have an access issue or other questions about reviewing and saving files in Google or Microsoft, please contact the IT Service Center at oithelp@colorado.edu or 303-735-4357.
