Our @d93mail.com Google Account is a Google Workspace for Education Fundamentals tier. This means that our shared drive space is capped at 100TB for the entire domain. All users Gmail, Drive, and other storage (shared drives included) are pooled together and goes towards the total storage (this includes suspended staff & students). To keep enough available space for new and existing users we need to periodically purge old users accounts from our Google Workspace.
Unfortunately, suspended accounts still have drive files accessible if they were shared before the account was suspended. This means users can and often do use files from accounts that were suspended years before. When these suspended accounts are purged, all documents that they own become inaccessible. Therefore, it is imperative to check the ownership of some of your important files that you use daily.
In practice, I have found that the easiest way to check drive file ownership is to select the file details tab within sheets or docs.
In this instance (this user is no longer with the district) if their account was to be purged, I would no longer have access to this file. I would need to make a copy of this file to place it in my own Google Drive. If this is a document that multiple people are accessing, or something that my successor would use, I should copy and move this file into a Shared Drive.
Shared drives are special folders in Google Drive that you can use to store, search, and access files with a team. Shared drive files belong to the team instead of an individual. Even if members leave, the files stay in the shared drive so your team can keep sharing information and work anywhere, from any device.
More about shared drives
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