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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)

Revision as of 19:30, 1 May 2024

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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.  
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[[File:Gmail See All Settings.png|left|thumb|200x200px]]
[[File:Gmail See All Settings.png|left|thumb|200x200px]]


*go to the Sprocket in the top, right-hand corner of your gmail screen, and select "See All Settings".
*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".
*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.
*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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*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===
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].


====<big>1. Select data to include</big>====
==== Employees ====
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.
 
'''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]. 
 
<big>'''1. Select data to include'''</big>
 
Choose '''Deselect all''' and check the boxes next to each Google app listed that you would like to have data from. If the option to view '''All [''app name''] data''' '''included''' is given, click on it to expand the list and select only the data you want. The most common apps and data useful to copy within them are:
Choose '''Deselect all''' and check the boxes next to each Google app listed that you would like to have data from. If the option to view '''All [''app name''] data''' '''included''' is given, click on it to expand the list and select only the data you want. The most common apps and data useful to copy within them are:
{| class="wikitable"
{| class="wikitable"
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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.
|}
|}
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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'''Add to Drive:''' Choose if you have a personal Google account and want to store your exported data in Drive, which will preserve the original filetypes created through Google apps (Docs, Sheets, Slides, etc.). Enter your personal account information when prompted. A folder containing your archived data should be available in your personal Drive when the export is complete.
'''Add to Drive:''' Choose if you have a personal Google account and want to store your exported data in Drive, which will preserve the original filetypes created through Google apps (Docs, Sheets, Slides, etc.). Enter your personal account information when prompted. A folder containing your archived data should be available in your personal Drive when the export is complete.


<u><big>Frequency</big></u>
<u><big>Frequency</big></u>


'''Export once''' ''(Recommended)''''':''' All of your exported data will be available to download after your export is done.
'''Export once''' ''(Recommended)''''':''' All of your exported data will be available to download after your export is done.


<u><big>File type & size</big></u>
<u><big>File type & size</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.




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