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20240523 - Google Account Cleanup

[Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

From: Connetic Support <support@connetic.net>

Sent: Thursday, May 16, 2024 9:59 AM

To: Kevin Smith <ksmith@rebalancehealth.com>

Subject: [Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

Good morning. It looks like one of the next steps to this is to clean up the google accounts and get them off the billing cycle. I would recommend 2 Rebalance employees and the Connetic account being left on the tenant for at least 1 month. This will make sure that if there is anything needed you guys will have access, and if Admin steps are needed the Connetic account still has access to process out requests. Let me know your thoughts on the matter and we can get this moving in a forward direction.

Thank You,

Joshua Mathis

From: Stephanie Arnold <sarnold@rebalancehealth.com>

Sent: Thursday, May 23, 2024 7:44 AM

To: Kevin Smith <ksmith@rebalancehealth.com>

Cc: Katy DeRado <kderado@rebalancehealth.com>

Subject: G-Suite & Slack

Kevin - I'd like to get most of the Goggle & Zoom accounts closed out Friday of next week 5/31. Please review my thoughts. If you agree, please confirm.

Justin has approved the following:

Effective 5/31: Disconnect Slack for all users EXCEPT for Justin, Dina and Kennedy (AGREED)

Effective 5/31: Disconnect G-Suite for all users EXCEPT for Justin and Katy. (AGREED)

We'll leave 2 accounts active as a pathway to access and transfer files for the team if needed. We will assess monthly on the appropriate timeline to close these accounts.

Effective today: We have reconfigured "TEAMS" so that we can use it with the same/similar categories currently used in SLACK - this will no longer connect/create individual sharepoint sites. Katy, Justin and I are the only team members to have full access to create these categories. We will alert the team that no files (only links) should be shared in this channel to help reduce duplicate data storage. (AGREED)

5/23 - kms:

Hi Joshua,

Agreed. And to this point, here is Stephanie's email from this morning:

Kevin - I'd like to get most of the Goggle & Zoom accounts closed out Friday of next week 5/31. Please review my thoughts. If you agree, please confirm.

Justin has approved the following:

Effective 5/31: Disconnect Slack for all users EXCEPT for Justin, Dina and Kennedy (AGREED)

Effective 5/31: Disconnect G-Suite for all users EXCEPT for Justin and Katy. (AGREED)

Effective today: We have reconfigured "TEAMS" so that we can use it with the same/similar categories currently used in SLACK - this will no longer connect/create individual sharepoint sites. Katy, Justin and I are the only team members to have full access to create these categories. We will alert the team that no files (only links) should be shared in this channel to help reduce duplicate data storage. (AGREED)

I replied to Stephanie as follows:

This sounds like a good plan, but I have some questions & comments:

Google Workspace / G-Suite

Presumably we want to retain access to everyone's Gmail and Google Drive data...?

If this is the case, there are a couple of ways to approach it, since once everyone's accounts are deleted, their date will be deleted too.

1) Google My Drive data

If we intend retaining Google licenses for Justin and Katy long term, then we can transfer everyone else's Google My Drives to them.

We can decide which My Drives go to Justin and which to Katy. These transferred drives will appear within Justin and Katy's My Drives.

This approach will allow Justin and Katy to easily search for any data required.

Alternatively, we can use Google Takeout to download each person's Google My Drive data, for example, to a large (10 TB?) external hard drive.

This will provide a permanent backup of all My Drive data, but will be a little tedious to search once in place,

This process will need to be done user by user, each time by logging into their account then running Google Takeout for Drive (& possibly Gmail - see below).

2) Google Shared Drive data

Justin should already have access to all Google Shared Drives (but I'll double check).

So long as we retain Google licenses for Justin and Katy long term, no problem here.

If / when we shut down their accounts, we will need to look into storing the Google Shared Drive data elsewhere.

3) Gmail

The only way to retain Gmail data is to use Google Takeout as described for Drive data above. Person by person, then store on a hard drive.

Noting that Takeout can be run for both Drive and Gmail at the same time, for each person.

Slack

Most of the Slack data will be in the Channels, unlike Google Workspace where data resides in all of Shared Drives, personal My Drives and Gmail.

So I think that by simply retaining Justin's and Katy's Slack accounts we will be good, especially since business data is not supposed to be shared in Slack.

I forgot to mention the need for a Connetic account too, but I have noted that for conversation with her.

Please provide your thoughts re my suggestions above. Thanks.

Notes:

Google Workspace Business Standard provides 2 TB polled storage per user.

Our existing billing is about $14.50 per user per month.

5/24: I let David know this, he is comfortable.

From: Stephanie Arnold <sarnold@rebalancehealth.com>

Sent: Tuesday, May 28, 2024 1:53 PM

To: Company Communications <All@rebalancehealth.com>

Subject: Last Chance for Slack & GSuite........

Hello Team,

This Friday - we will be disconnecting G-Suite for all users (except Justin, Katy & David). Please take a moment over the next few days to:

We will also be disconnecting SLACK effective Friday 5/31 for all users (except Justin, Dina & Kennedy).

If you have any questions, please reach out to Kevin or me.

*** As for Microsoft 365 & Teams- if you are NOT using office.com as your daily starting point, I highly recommend it! It's been a huge Productivity Hack for me (no more chasing data!), Click Here for a 2 minute tutorial if you are interested.

5/28 discussion with Stephanie:

Close down all Google accounts by 5/31 except for Justin and Katy, plus David for one month (until he is comfortable that he has all his Finance data).

5/29 - Joshua:

Reading over this I was hoping to go over this yesterday, since the end of the month is fast approaching.

Your questions to Stephanie, pertaining to emails and drive data being pulled. I would think that with the email migration, unless there has been some missing emails would be safe to say that all was migrated without issue. Since emails are not like files in the aspect that there are no file processing needed, I will go out on a limb and say that those should be safe.

The personal google drives we can go as discussed and as I remove the license and delete the accounts, give access to Justin's account so that they can be retained for archival reasons, and for any compatibility issues. So let me know what action needs to be taken here and I can get this processed out.

Pertaining to the Slack information. Historically we have not managed that aspect. We have an account there just to invite users but Katy and Stephanie normally managed the day to day on slack. Let me know what action if any needs to be taken there.

If there are any other questions please let us know.

5/29 - kms:

Hi Josh.

  1. I will run your comments about Email by Stephanie to get her feedback/approval. In short, you are saying that we shouldn't need to run Google Takeout on everyone's emails since you are confident that all emails were migrated without issue. Action: Kevin.
  2. Regarding Drive data - please can you send me a list / spreadsheet of all users that have data in their personal Google My Drives. Then I can ask Stephanie and team to whom each user's Drive data should be transferred, either Justin or Katy. Action: Joshua.
  3. Regarding Slack - I will clarify with Stephanie. Action: Kevin.

5/29 - Joshua: Pertaining to data in google drive. As we discussed earlier, if it is just a few files google will not report it as any without actually drilling down. We should treat them all as if they have data in them at this time.

It looks like Google does invoice on the 1st of June, so prompt action would be needed in order to catch this before the invoice time. Let me know how you guys would like to proceed and I can get it taken care of hopefully before the invoice date.

5/29 - kms reply to Stephanies email re: Last Chance for Slack & GSuite........

Hi Stephanie,

1) Email

Joshua/Connetic has said that it should be safe to assume that all emails were migrated without issue. Unlike files, no processing was needed (such as applying permissions). In other words, he is saying that we shouldn't need to run Google Takeout for each person's email.

My opinion: He may be right - I haven't heard anything about missing emails. But 30 days after the Google accounts are deleted, those accounts' email will be gone forever. So I think a better approach is to err on the side of caution and use Google Takeout to download email for posterity, especially for key people.

Or better still, use the Google "Data Export" tool that can export all data for our organization, or a filtered subset.

This is what I will propose to Joshua.

2) Drive data

No problem here - as Joshua deletes each Google account he can transfer that person's drive data to Justin or Katy.

Do you think everything should be transferred to Justin, or do you think some accounts should go to Justin and others to Katy?

I have asked Joshua for a list of all accounts with drive data so that we can indicate which to transfer to whom, if needed.

3) Slack

Joshua stated the following: Historically we have not managed that aspect. We have an account there just to invite users but Katy and Stephanie normally managed the day to day on slack.

How would you like to proceed? If you like, you can make me a Slack admin and I can work through it, running it by you for confirmation. For example, Dina's note about using Slack for Ecropolis and Shawscott ....

I'll touch base with you in the morning about all this.

5/29 - Stephanie:

Yes, let’s regroup in the morning, it seems Cole also has an important slack group. We may need a new strategy for slack…

5/30 discussion with Stephanie:

5/31 - Stephanie:

Happy Friday!

Just a friendly reminder that today after 12MST - we will be disconnecting G-Suite for all users (except Justin, Katy & David, Dina, Amy). Please take a moment over the next few days to:

We will keep Slack for the interim, until we are able to successfully transfer over a few outside vendors. This channel should no longer be used for internal communications.

If you have any questions, please reach out to Kevin or me.

5/31 - kms:

Hi Joshua,

At this stage we are not going to make any Google Workspace changes for the following users:

Justin Hai

Katy DeRado

David Goddard

Dina Keenan

Amy Robinson

The accounts for these five users need to remain as is.

For all other accounts, please transfer their Google Drive data to Katy DeRado's account.

Second, please use the Google Data Export tool to export all the email data for Rebalance Health. Once exported, this data can be stored under an appropriately named folder in the Operations Shared Drive.

Third, for all accounts except for the five above (Justin, Katy, David, Dina, Amy), please unassign their Google Workspace licenses and assign each a Cloud Identity license (if they don't already have Cloud Identities).

In other words, I don't want to delete the accounts, I want to keep the accounts in place, but without Workspace licenses, so that the everyone can still use their Google credentials to sign into their Google Chrome profiles.

Fourth, regarding Slack - No action to be taken for now.

Please let me know if you have any questions.

Thanks.

5/31 - Joshua:

Good morning. I would be happy to assist with this. I am attaching a spreadsheet to this so we can verify the users to move/copy. Giving we will not get this done by tonight, and they will be invoiced for the users that have not completed. This will take a while to process through since the Takeout procedure takes a while, and moving stuff around as in downloading/uploading will be intensive. We will try to get it processed out over the weekend. If you will please verify this list, we will move forward with getting this scheduled to be processed out.

5/31 - kms:

I have updated the spreadsheet to confirm the users that need to be kept as is, and the ones that need to be transferred to Cloud Identities.

You mentioned Takeout ..... individual Google Takeouts should not be necessary, instead my thinking was for you to do a bulk export using the Google Data Export tool at https://admin.google.com/ac/customertakeout

You should be able to filter this for the specific users listed, and the data sets required (email).,

Your thoughts, concerns?

6/3 - kms in reply to Re: [Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

Hi Joshua,

Several questions:

1) Please update the spreadsheet once you have unassigned Google Workspace licenses and converted them to Cloud Identity licenses for the users I indicated as such.

2) How is the Google Data Export process going? I ask because I did receive the following email:

From: The Google Workspace Team <workspace-noreply@google.com>

Sent: Monday, June 3, 2024 2:59 PM

To: Kevin Smith <ksmith@rebalancehealth.com>

Subject: Data export "Export - 315836" complete

Hello,

Your data export "Export - 315836" using the Data Export tool for ReBalance Health, Inc. is now complete. Click Access archive to see the exported data.

Access archive

You can access the exported data for 30 days. After 30 days, it’s permanently deleted. For more information about the Data export tool, see Export your organization’s data.

Sincerely,

The Google Cloud Team

When I follow the Access archive link, it only appears to show Amy Robinson/

Is this archive indeed the Export for multiple users?

And if so, please share the filtering and data selection that you used when running the Export.

3) Assuming that this archive is what we are looking for, what are your suggestions for storing it long term?

Thanks.

6/3 - Joshua:

Kevin,

I was wanting to test this option and see how it functioned. This export doesn't give the option for just email, but as the user as a whole. The turnaround is not bad so I will get the rest started now that I can see what all has been processed through. I will update as I make process.

Thank You,

Joshua Mathis

June 4, 2024, 3:00 PM discussion with Joshua

6/11 call with Joshua:

6/12 email to Joshua:

First topic:

During our call yesterday you converted my Google Account to a Cloud ID license.

It is now about 22 hours later. I tested and discovered the following:

Your thoughts please.

Second topic:

Have all users' My Drives been transferred to Katy as requested in my 5/31 email?

(Except for five accounts specified)

6/12 - Joshua:

Per the documentation I am going to paste below the Cloud Identity is functioning as expected. Please read the link below. We would have to deny them access if we wanted to restrict this part.

Google Link: What is Cloud Identity?

Summary:

Cloud Identity Free edition includes core identity and endpoint management services. It provides managed Google Accounts to users who don’t need certain Google Workspace services, such as Gmail and Google Calendar. However, users can access Google Drive, Docs, Sheets, Slides, Keep, and Meet. You can use Cloud Identity accounts with other Google services, such as Google Cloud, Chrome, Android enterprise, and many third-party applications

For question 2, Their data should be accessible by Katy. The transfer of ownership has been completed as requested. If there are any issues moving forward please let me know

6/17 - Katy sent screenshots of the 17 accounts now in her Google My Drive:

agracom - Alison

akrogsrud - Amber

bwogin - Bailey

ccappel - Cynthia

cs - Customer Service

cwaddell - Cole

cwhite - Carolyn

dquintana - David Q

jmarshall - Jessica

kkraus - Kennedy

ksmith - Kevin

rglenn - Russell

rtorres - Robyn

sarnold - Stephanie

smoon - Stephen

tdorfman - Todd

tkerth - Trent

Quick check showed content in the drives too.

Not transferred:

Justin, Katy, David

Dina, Amy (but will be once their Google Cloud IDs are set up)

6/18 email to Joshua re: [Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

Hi Joshua,

Thank you for the information.

My experience logging in using my Rebalance Health Cloud ID is consistent with the documentation in the What is Cloud Identity? link that you shared.

I checked with Katy, and the 17 accounts that were identified for transfer do appear in her Google Drive. All good there.

One final question: Have each of the 17 transferred accounts been converted from full Google licenses to Cloud IDs? I know that mine has, but I haven't seen confirmation that the other 16 are also now Cloud IDs.

If that is the case and they have been converted, we should have only 5 Google Workspace licenses in place - Justin, David, Katy, Dina, Amy.

Please confirm. Thanks.

[Connetic #317368] Rebalance: [PROJ] Google To Microsoft Migration - Transfer File Ownership

Joshua: If we can verify Katy has ownership of the files I can get this moved over to resolved. If you would please let me know with an udpate and we will move forward from there.

6/18 - Joshua:

I have not converted yet, as I was waiting for confirmation that Katy could see the information that was transfered over. Furthermore we were waiting on your response to the question about backing up the mbox files, on if we were going to try and proceed with that process. If we are not going to proceed with that function I can get them converted today.

6/18 - kms:

Hi Joshua,

This is confirming that Katy can see the information that was transferred over to her. You can go ahead and convert the 17 transferred accounts to Cloud IDs.

Regarding the mbox files - I discussed with Stephanie and relayed your and my discussion that email transferred smoothly, that mbox files are insecure, etc., and she agreed - there is no need to download / takeout the users' mail data.

You are good to go for these 17 accounts.

A question: Once you have converted the 17 accounts to Cloud IDs, we no longer have any Google license fees for them, correct?

I will let you know soon regarding the disposition of Dina and Amy's accounts .

Thanks.

6/18 Joshua re [Connetic #317368] Rebalance: [PROJ] Google To Microsoft Migration - Transfer File Ownership

Thank you for the update. I am setting this ticket to resolved. [Closing Ticket]

Outstanding:

Cloud IDs for Dina and Amy so that they can access their Google Chrome profiles.

Nothing should change.

Cloud ID includes Drive. Just not email.

Set up one-on-ones with them?

6/18 call with Stephanie:

6/18 - Joshua re: [Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

I have processed out the requests, and everyone except for the mentioned have been converted to a Cloud Identity License. These are free as we discussed. I am attaching a screenshot of the current Business Licenses for the record. Just a note, Google Drive available space has went from a total of 45TB to 10TB. As we remove more we will lose more. But currently the usage is only at 2.47TB so its my understanding as long as 2 users remain on the tenant that will be enough to cover it until the tenant is closed completely. Please let me know if there is any further needed with this ticket and we will proceed from there.

Screenshot shows Justin, Katy, David G, Dina, Amy. All good.

6/18 - kms:

Hi Joshua,

Thank you for confirming the conversion to Cloud IDs and that there are only 5 remaining licenses under Billing.

An issue that we have discovered with Cloud IDs is that they retain access to Google Drive, both My Drive and Shared Drives.

As you stated in your 6/12 email:

Per the documentation I am going to paste below the Cloud Identity is functioning as expected. Please read the link below. We would have to deny them access if we wanted to restrict this part.

We do not want users converted to Cloud IDs to be able to access Google Drive - too much potential for confusion and duplicate data.

Accordingly, please disable access to Google Drive for the 17 Cloud IDs.

And for any other users when they are converted Cloud IDs (this will be Dina, Amy and David in the near to medium future).

Thank you.

6/18 - Joshua:

Kevin,

I will work on getting them removed from Company Share Drives. This will be a little labor intensive as I have to run through each one and manually pull the members out. I will update when I get this completed.

Pertaining to the personal drives, I do not think I can restrict that. I can work and look for documentation to facilitate this and report back as well.

6/20 - kms: Thanks

Please can you let me know if you have been able to remove the access to Google Shared Drives for the 17 Cloud ID users.

And whether you have discovered anything more about restricting access to personal My Drives for Cloud IDs.

From: Joshua Mathis - Connetic Support <support@connetic.net>

Sent: Friday, June 21, 2024 9:10 AM

To: Kevin Smith <ksmith@rebalancehealth.com>

Subject: [Connetic #315836] Rebalance: [PROJ] Google To Microsoft Migration - Account Cleanup in Google

Kevin,

I have removed the cloud ID's from the Shared Drives. That portion is complete. Currently I have been looking at how to restrict access to the personal drives. Currently I only see a way to deny access to the entire tenant. I am still investigation to see how this can be done.

Sorry for the double update here. It looks like when we transfer the files from one user to another, the share keeps the old user as an editor. The new owner has the option to go in and remove them completely. I do not have access unfortunately to manipulate it from an Admin level. So at this point it looks like Katy can go and remove the user from their top level folder.

kms:

Thanks for that information.

I will touch base with Katy regarding this, using my Cloud ID as the initial test (I can still see Shared Drives).

I will let you know what transpires.

6/21 - kms:

We are part way there.

Access to Shared Drives appears to have been removed, except for the Operations drive, that has about 12 members. Katy cannot remove users since she is not an Owner / Manager of that drive.

Please can you remove the Cloud IDs from Operations.

Regarding the User My Drives: Katy and I took a look, but could find no option to remove the original user. Ritht-clicking on each users' transferred drive, Google shows Katy as the owner of each of the drives transferred to her, and all other access as Restricted. Nothing shows any other user having access. But users still have access. For example, I asked Cole to log in to Google. He still can see and has access to his My Drive.

Thanks.

6/21 - Joshua:

I checked the operations drive, and yes I had looked over that one somehow. I have removed all the Cloud ID users in place. If you can verify that for me that would be great.

Pertaining to the remaining "Personal" drives that were in place, that was the only suggestion in Google Cloud Community, with most saying its still not possible. I have reviewed numerous google walkthroughs and they say you have to delete the account to make sure the user does not have any access. Since we are running cloud ID's this does not fit into Googles Workflow and seems to be an area not covered in their documentation when it comes to this. Even in their Migration documentation it states users will have access to their "My Drive " , and the only way to compete with that is when you setup a Tenant, turning off the ability for a user to utilise that feature and force them to use the Shared Drives provided in the company. There is a Tenant wide switch that I can turn off My Drive Capability, but that would block everyone's ability to see it, and in case there was a need for a document to be pulled that would not work.

One last suggestion would be for Katy to move the folders from the current folders into another one where the users do not have access. Not for sure on this, and how long it would take but might be worth the shot. Might could try this with a single user and see if that will roll off the user permissions since you state they cannot be edited out.

kms research

Tested using BI Google account. Inconsistent results. User converted to Cloud ID seemed to use some but not all files when I move their files from my My Drive to a Shared Drive. But they got access to the Shared Drive. Scary!

So don’t take this approach.