ARCHIVING YOUR GMAIL IN ADVANCE OF RETIRING
If you are retiring and don't want to lose your email history or anything else you have on your google drive, here are the steps you will need to take in advance of retiring...
WHEN WILL YOU LOSE ACCESS?
The NetID only remains active for Emeriti Faculty. All other retiree's will lose access to their current google mail — and anything else that requires their NetID — the day they are retired in our system of records.
WHAT TO DO BEFORE YOUR ACCOUNT DEACTIVATES
If you are planning to retire and want to archive your current email account and anything else you have on your google drive — known as an “mbox file” — you'll need to do so before your account is deactivated. Note: Creating an “mbox file” does not remove any data from your Google Account; it simply makes a copy of your desired items.
KEEP THE FOLLOWING IN MIND WHEN CHOOSING EXACTLY WHEN TO INITIATE THE ARCHIVE:
If you are archiving a large amount of data (emails, documents, calendars, etc.), this will take a long time (possibly hours or days). Any new emails that are received after the mbox file is created will not be archived. However, you can create as many mbox files as you want from now until your last effective work date entered in our system.
Retirees also have the option of requesting a retiree email account on Stony Brook's @connect.stonybrook.edu retiree domain, which will not be accessible until the day they are retired in our system of records.
Employees planning to retire can create an mbox file of their current google email and have it migrated to their new retiree email account once it is activated.
HERE'S HOW TO DO IT ALL...
STEP 1: CREATE THE MBOX FILE
To initiate the archiving and create the “mbox file” of your current Google account’s data, follow these Google Takeout - How To Create a Google Archive instructions.
STEP 2: CREATE THE RETIREE EMAIL
Retirees can apply for a domain here. Remember, this will not be accessible until the day you are retired in our system of records.
STEP 3: MIGRATE MBOX FILE TO RETIREE EMAIL
Contact the Service Desk at (631) 632-9800 or caccount@stonybrook.edu for assistance with migrating your information to the retiree email once it's been created and activated.
Lastly, University email belongs to Stony Brook University and is subject to all policies and procedures currently in place. Please follow appropriate guidelines.
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