How to Secure G Suite Data after Employee Leaves the Organization?
Are you securing your organization data after an employee leaves? Is security is 100%? Just changing the passwords of email id isn’t enough. According to recent studies, most of the data breaches or outsourcing of data are not from the hackers but by the employee recently left from the organization. It doesn’t matter on what terms an employee left the organization, either you fired them or they left on good terms. Generally, most of the Google Workspace (formerly name as G Suite) admin never bother to migrate data from Google account of leaving employee. This leads to a huge crisis and impacts the organization.
Recently in 2018, Coca-cola also suffered a massive data breach from a former employee. They survived it, but it doesn’t mean your organization can too. So, it’s better to secure G Suite Data of leaving employees by migrating emails and deleting the account.
In this article, we will provide you the step-wise procedure which every organization must follow to protect their organization data from ex-employee.
Security Measures to Protect Your Organization Data
It’s the duty of the organization administrator to protect the data from breach and follow the mandatory G Suite Security measures to secure G Suite data of leaving employees.
1. Unlink or Change recovery number and id
2. Change employee account password
3. Revoke security keys and passwords
4. Migrate Google Workspace account data to another account.
What are the Needs for Migrating G Suite Data of leaving Employee?
Data is the most crucial thing for any organization, each employee data may come in use. Even after the employee left the organization, the data they have collected can be on use in the future. That’s why an organization cannot just delete the G Suite account of old employees. They need to transfer the data to another account for safekeeping.
Top 2 Methods to Migrate Google Workspace Data
Generally, there are two methods for the migration of G Suite account data.:
1. Using Google Data Migration Service
2. Using Third-Party Migration Tools
The native tool provided by Google is the Data migration Service, which is an in-build application in the G Suite Admin account.
Method #1: Migrate G Suite Data Using Data Migration Service
This is the migration platform using which Google Workspace (G Suite) Admin can transfer the data from one account to another account or domain. It is free to use, but the method requires high-technical knowledge for the migration. Additionally, using this method, it is not possible to transfer emails, contacts, calendars at the same time.
Working Of Data Migration Service
1. Go to http://admin.google.com and login using Admin credentials.
2. Now, from the Admin Panel, choose the Data Migration option.
3. Then, in the next window, click on “SET UP DATA MIGRATION” link to continue.
4. Next, select a migration source as Google Workspace, it will make other fields vanish.
5. Apply filter by selective migration start date and migration options. Also, select the migration options to migrate a particular mailbox >> select user
6. In the data migration window, there are two option for mapping; Add User and Bulk Upload CSV
Add User: This option is used to transfer single user account data. Enter source user emails id and in next field provides its password.
Bulk Upload CSV Option – Create a CSV file and enter the Google Workspace Email (destination account), Source Email id, Password. Provide the above details for each user account.
7. After you click on the Start button, the migration of G Suite data will begin.
Limitations
- Data Migration speed is too slow
- No incremental migration feature
- Can only migrate one Item at a time
- Cannot transfer Google Docs using this service
- Require each source user password for the migration
- Need to manually map source and destination accounts.
- Doesn’t generate detailed report after completion
Method #2: Protect & Migrate G Suite Account Using G Suite Email Migration Tool
The automated tools by SysTools are the professional as well as the easiest ways to migrate G Suite data of multiple employees. The best migration tool for this purpose is SysTools G Suite to G Suite Migration Tool. Admin can migrate Google calendar, contacts, emails & migrate Google Drive of multiple employees at a time.
Features of G Suite Migration Tool
1. Migrate multiple G Suite account data simultaneously
2. Transfer emails, contacts, calendars, documents
3. Delta migration option which is helpful in case of re-migration of data.
4. Multiple filter options to migrate selective data
5. Various option for source and destination account mapping
6. Fast migration speed upto 40GB/hr*
7. Generated complete migration report
Working of Professional Solutions
Following are the steps to secure G Suite data of leaving employee:
1. After downloading the tool, run the tool on Windows 10 / Server 2012/ 2016
2. From Source and Destination tab choose “G Suite” in both.
3. To secure a complete G Suite account, select all categories and filtering options for migration.
4. In the Source tab, enter the Admin Id, and Application id for G Suite as Source. After that click on the validate button to authenticate the project settings.
5. For Destination tab, again enter Admin Id, Application id for G Suite as Destination & validate it also.
6. Choose the fetch user option or import csv option for mapping source and destination Ids.
7. Apply priority, if migrating more than one account and click on the validate button. Also create a mapping file for migrating Groups between G Suite account.
8. After validation is finished, click on Start migration button to begin the process.
9. After finishing the migration, download a report on your system using the “Download Report” option, for validation of migrated data.
10. In case, if in the future you wish to migrate newly arrived data from the account, then you can use the “Delta migration” option. This option will skip already migrated data and transfer new and updated G Suite data.
Conclusion
Securing your organizational data is a topmost priority. It is the duty of G Suite Admin to secure and migrate G Suite data of a leaving employee. In this blog, we have listed the measures that need to be taken after an employee leaves your organization. We have provided two solutions to secure G Suite account. It is recommended to use a professional solution that provides greater flexibility and ease during the migration of data.
