Archive Google Workspace Past Users
This guide explains how to manage and archive past users in Google Workspace, and highlights limitations for nonprofit plans.
For IT administrators and compliance teams.
Step 1: Access Google Vault
Go to: https://vault.google.com
Google Vault allows for retention, search, and export of data for former users.
Step 2: Limitations
Google Nonprofit Plan: Google Vault is not included in standard nonprofit plans.
Without Vault, archiving past users’ data is limited to:
Transferring ownership of Google Drive files
Forwarding Gmail
Exporting data using Google Takeout
Step 3: Alternative Methods for Nonprofit Plans
Transfer Drive Ownership
Admin Console → Users → select departed user.
Transfer files to another active user.
Forward Email
Set up email forwarding to an active user.
Optionally create a group for centralized archive access.
Export Data via Google Takeout
Select the departed user’s account data
Export and securely store the data
Best Practices
Document all transfers and exports for compliance.
Use shared drives when possible to reduce the need for manual data transfer.
Consider upgrading to a plan that includes Google Vault if archiving is critical.
Summary
Google Vault is used to archive past users but is not available on the nonprofit plan.
Alternative methods include Drive ownership transfer, Gmail forwarding, and Google Takeout exports.
Always follow compliance and data retention best practices.