Google Drive Back Up & Transferring Ownership of Documents

If you have data on your district Google Drive that you would like to keep, there are a few different ways to save the information.

If you only have a few documents you want to keep:

1. Access your school Google Drive
2. Find the item you want to save
3. Share it with a personal Gmail account
4. Make your personal Gmail account the owner of the document
5. Repeat these steps for any other document you want to save

If you want to save most of or everything in your Google Drive

1. Access your school Google Drive
2. Use Google Takeout to save your entire Google Drive or whatever files/folders you want to keep

For more information on using Google Takeout and saving information from Google Drive, please review Google's Download your Data instructions.

When a staff member leaves GBCS, any documents they are the owner of will no longer be available for use by anyone (even someone with editing privileges).  If you are leaving the district but are the owner of a document(s) that will still need to be used by staff, students, or any other GBCS stakeholder, you will need to Transfer Ownership of that document to another staff member to ensure that the document can continue to be used.

To transfer ownership of a document from Google Drive:

1. Open Google Drive
2. Find the item you want to transfer and right click on it
3. Select Share
4. Find the recipient you want to transfer ownership to, click the down arrow, and select Transfer Ownership
   • If the desired recipient isn't listed, you must first add them to the document with editing privileges, save, then you can transfer ownership to them.

To transfer ownership of a document from the document itself (i.e. you have the document open):

1. Click the share button in the top right
2. Find the recipient you want to transfer ownership to, click the down arrow, and select Transfer Ownership
   • If the desired recipient isn't listed, you must first add them to the document with editing privileges, save, then you can transfer ownership to them.

For more information on transferring ownership please review Google's Transfer Ownership Help Document.