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Export Files, Folders and Data from RCS Accounts: Difference between revisions

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Export Files, Folders and Data from RCS Accounts (view source)

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{{abox
{{AboxNew
| name         = Take my data with me when I leave RCS?
| name = Export Files, Folders and Data from RCS Accounts
| summary      = There is a lot of work done in Google Apps that graduating seniors, and staff leaving Riverdale, would like to "take with them". This article explains how you can accomplish this.
| learning =  
| for_employees = Yes
| instruction =  
| for_students  = Yes
| community = x
| for_parents  =  
| summ = For students and employees leaving Riverdale, make sure you take the data you need with you!
| cat1          = RCS Software and Services
| maintained = JK
| cat2          =
| year = 2023-2024
| maintained   = JK
| year         = 2021-2022
}}
}}
We're sorry to see you go! As you start cleaning out your RCS digital life, please consider those who come after you and make sure your material is ready for re-use by your department and colleagues.  
We're sorry to see you go! As you start cleaning out your RCS digital life, please consider those who come after you and make sure your material is ready for re-use by your department and colleagues.  


==Students==
==Students==
For all departing students (graduates, transfers, withdraws, etc.) '''we will permanently remove your accounts after July 31st.''' This means '''you will lose access to your RCS Google account, email address, Schoology, myRiverdale, etc.''' at that time.
For all departing students (graduates, transfers, withdraws, etc.) we will '''permanently remove your accounts after July 31st and''' '''you will lose access to your RCS Google account, email address, Schoology, myRiverdale, etc.'''  


'''Make sure you have transferred anything you wish to keep''' from your Google Drive to your personal accounts or external drives before you go because <u>we can not re-activate your accounts if you miss the deadline</u>. [[#How to keep data from your RCS account|See below for details]] on retaining/moving your Google data.
#'''Make sure you have transferred anything you wish to keep''' from your Google Drive to your personal accounts or external drives before you go because '''we can not re-activate your accounts if you miss the deadline'''. [[#How to keep data from your RCS account|See below for details]] on retaining/moving your Google data.
 
# '''Be sure to [https://support.google.com/mail/answer/25922 setup an auto-reply/vacation message in GMail] at some point in May or June''' to share your non-RCS email with anyone who emails you before your accounts are removed.
Be sure to [https://support.google.com/mail/answer/25922 setup an auto-reply/vacation message in GMail] at some point in May or June to share your non-RCS email with anyone who emails you before your accounts are removed.
# You may also want to '''set up a forwarding address in your Riverdale GMail''', which will forward all of your mail to another address. [[File:Gmail See All Settings.png|left|thumb|200x200px]]
 
#*Go to the Gear in the top, right-hand corner of your gmail screen, and select '''See All Settings'''.
You may also want to '''set up a forwarding address in your gmail''', which will forward all of your mail to another address.  
#*Then select '''Forwarding and POP/IMAP''' and then click the button that says '''Add A Forwarding Address'''.
[[File:Gmail See All Settings.png|left|thumb|200x200px]]
#*Once you enter an email address in the resulting field, Gmail will send an email to that other address with a code. You will need to use that code in order to complete the forwarding setup.
 
*go to the Sprocket in the top, right-hand corner of your gmail screen, and select "See All Settings".
*Then select "Forwarding and POP/IMAP" and then click the button that says "Add A Forwarding Address".
*Once you enter an email address in the resulting field, Gmail will send an email to that other address with a code. You will need to use that code in order to complete the forwarding setup.


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<br clear="all">
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*Start by deleting any files you absolutely don't need, and organizing the rest.
*Start by deleting any files you absolutely don't need, and organizing the rest.
*Move appropriate network files to your departmental share.
*If you have important departmental files in Google Drive, do one or both of the following:
*If you have important departmental files in Google Drive, do one or both of the following:
*#Move them to a departmental Team Drive or Google Drive shared folder if you have one
*#Move them to a departmental Shared Drive or Google Drive shared folder if you have one
*#Transfer ownership of the files to your department chair ([https://support.google.com/drive/bin/answer.py?hl=en&answer=2494892&from=92358&rd=1 click here for instructions])
*#Transfer ownership of the files to your department chair ([https://support.google.com/drive/bin/answer.py?hl=en&answer=2494892&from=92358&rd=1 click here for instructions])
*Move your RCS Google account data to your personal accounts if necessary. [[#How to keep data from your RCS Google account|See below for details]]
*Move your RCS Google account data to your personal accounts if necessary. [[#How to keep data from your RCS Google account|See below for details]]
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We will:
We will:


*remove all of your accounts in mid-July (or soon after your last day).
*Remove all of your accounts in mid-July (or soon after your last day).
**your domain, Google, Schoology and Okta (myRiverdale) access will be removed.
**Your domain, Google, Schoology and Okta (myRiverdale) access will be removed.
*transfer all of your Google Drive data to your department chair or supervisor.
*Yransfer all of your Google Drive data to your department chair or supervisor.
*delete ALL of your other Google data rendering it '''unrecoverable'''!
*Delete ALL of your other Google data rendering it '''unrecoverable'''!
**GMail, Sites, Groups will all be deleted.
**GMail, Sites, Groups will all be deleted.
*transfer all of the data in your domain home folder to your department chair or supervisor
*Yransfer all of the data in your domain home folder to your department chair or supervisor
*delete any data in Overflow storage.
*Felete any data in Overflow storage.
*reassign the phone number. Any pending voicemail messages will be deleted.
*Reassign the phone number. Any pending voicemail messages will be deleted.


Note:
Note:


*Moodle/Schoology courses are archived for years, so they will be available to the community after your departure.
*Schoology courses are archived for years, so they will be available to the community after your departure.


===Someone in my team is leaving, what do I do?===
===Someone in my team is leaving, what do I do?===
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===Google Apps data===
===Google Apps data===
==== Employees ====
<u>For documents and folders</u>: We recommend placing all of your Google Drive data into a '''single folder''', then downloading it. You can download onto a personal device OR download onto your Riverdale laptop, then upload to a personal cloud storage (Ex: Dropbox, personal GDrive, OneDrive). For data that lives in a Shared Drive, we recommend '''making a copy''' of the desired files and placing them into a folder, then download that folder.
<u>For emails</u>: We recommend [https://support.google.com/mail/answer/118708?hl=en&co=GENIE.Platform%3DDesktop creating a label] in your Riverdale Gmail, and then [https://support.google.com/mail/answer/118708?hl=en&co=GENIE.Platform%3DDesktop applying the label to emails] you would like to export. Then setup a local mail client (Apple Mail, Outlook, etc.), and export your label (folder) as an MBOX file. Follow instructions for your mail client to export an email folder locally. Alternatively, you can also forward individual messages to your personal account.
'''At this time, Google Takeout is enabled for students only.'''
==== Students ====
We recommend using [https://takeout.google.com/ Google Takeout] to export the RCS files you would like to take with you and download them to an external storage device, personal computer, or personal account (Google or another service). To start the export process, go to [https://takeout.google.com/ takeout.google.com].   
We recommend using [https://takeout.google.com/ Google Takeout] to export the RCS files you would like to take with you and download them to an external storage device, personal computer, or personal account (Google or another service). To start the export process, go to [https://takeout.google.com/ takeout.google.com].   


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*''Suggestion:'' create a label and move external/desired contacts into it '''before''' initiating your export.
*''Suggestion:'' create a label and move external/desired contacts into it '''before''' initiating your export.
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|}
Choose '''Next step''' at the bottom of the list of Google apps when you have finished selecting the data you will be keeping.
Choose '''Next step''' at the bottom of the list of Google apps when you have finished selecting the data you will be keeping.<big>'''2. Choose file type, frequency & destination'''</big>
 
 
<big>'''2. Choose file type, frequency & destination'''</big>


<u><big>Delivery method</big></u>
<u><big>Delivery method</big></u>
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*The other available size options will also be split into multiple .zip files if the export exceeds the specified size chosen.
*The other available size options will also be split into multiple .zip files if the export exceeds the specified size chosen.


Click on '''Create export''' after choosing your preferred delivery method. Your data export will begin and you may navigate away from the page at this point. Visit [https://takeout.google.com/settings/takeout takeout.google.com/settings/takeout] to view the progress of your export as well as download it once it has finished.
Click on '''Create export''' after choosing your preferred delivery method. Your data export will begin and you may navigate away from the page at this point. Visit [https://takeout.google.com/settings/takeout takeout.google.com/settings/takeout] to view the progress of your export as well as download it once it has finished.
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