Google: Claim a Shared Account With No Eligible Owners

Environment

U-M Google, Shared Accounts

Issue

When a Google Shared Account loses all eligible owners, it is deactivated and scheduled for deletion. How do I prevent its deletion?

Resolution

Shared Accounts with no eligible owners (i.e., faculty and regular staff) are deactivated within 24 hours of losing eligibility. This is aimed at preventing the deletion of data stored in these accounts that eligible collaborators are still using at the university.

  • Within 24 hours of becoming ineligible - The Shared Account is deactivated and scheduled for deletion in 90 days. Individuals can no longer access the account in Google, and the account no longer receives email.
  • Within 90 days of ineligibility - An ineligible owner must add an eligible owner (i.e., faculty or regular staff) to the account's associated MCommunity group via MCommunity​​​​ (not the tool). The new eligible owner must then go to the ITS Shared Account Manager tool and claim the account before 90 days are up.
    • If you are associated with the account but aren't an owner, contact the ITS Service Center for assistance with claiming this account.
  • After 90 days of ineligibility - The Shared Account and all its content are considered abandoned and permanently deleted.

After a new eligible owner is added to the account's MCommunity group, you should ask them to follow the steps below to claim it as soon as possible:

  1. Go to the ITS Shared Account Manager tool.
  2. Click Claim a Shared Account.
  3. Select the affected Shared Account from the first drop-down menu provided.
  4. Select your school, college, or unit from the drop-down menu provided.
  5. Current owners will auto-populate in the field provided.
    • Remove ineligible individuals (i.e., temporary staff, sponsored affiliates, alumni, retirees, and external (non-UM) email addresses) from the list.
    • Enter the uniqname(s) of at least one other eligible faculty or regular staff member (in addition to yourself). 
  6. Select I Confirm from the confirmation drop-down.
  7. Click Claim Shared Account.

It may take up to 24 hours for access to the Shared Account to be restored.

Additional Information

Need additional information or assistance? Contact the ITS Service Center.

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