A staff departure can reveal how much information depends on one person’s account. Customer threads, planning documents, and shared links need a deliberate handover. Rushing to delete an account can make a manageable transition much harder.

Identify the work that needs continuity

Before changing access, list ongoing customer conversations, files, calendars, and tools connected to the account. Decide who will take responsibility for each. Ask the business owner about retention needs and any limits on access to the departing person’s information. Record these decisions rather than leaving a replacement employee to search through everything later.

Separate access changes from information handling

Account sign-in, file ownership, and incoming messages are related but different tasks. Have an authorised administrator plan them in the right order. Team files in shared drives remain with the team when someone leaves; files in personal working areas need a separate review. Do not assume that removing a person from one shared folder removes every route of access.

Test the handover from the replacement’s account

Check that the new owner can reach the agreed documents and respond through the intended channel. Review outside collaborators, shared links, and third-party tools as part of the agreed scope. Document what was transferred and what was retained. Apply the same checklist to future departures so that business continuity does not depend on an improvised cleanup.

MAKE IT ACTIONABLE

Your next steps

  • Name an owner for ongoing work.
  • Review files, mail, calendars, and connected tools.
  • Agree on retention before deletion.
  • Test access after the handover.

Official reference

Google: What you can do with shared drives

Technical guidance checked September 29, 2026. Product features and requirements can change. The business checklists above are practical suggestions from Cyber Bounds.

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