A teammate is leaving: preserve shared files before account removal

A departure can strand project files if everyone used one person's personal work drive. The solution is a planned handoff, not a last-minute download of an entire account. Access, privacy and retention rules vary by organization; an administrator should lead account removal and any legal hold. Build the inventory before the departure date, while the file owner can still identify essential work.

Make a controlled handoff​

1. List active projects, owners, shared folders and business records that the next person needs. Separate organization-owned material from personal items and data that policy requires you to restrict.
2. For Google Workspace, identify files in My Drive that the departing person owns and ask the administrator about bulk ownership transfer where appropriate. Material in a shared drive belongs to the team and remains there when a member leaves, subject to the drive's access controls.
3. For Microsoft 365, coordinate blocking sign-in and session access with the administrator, then use the documented process to give a successor access to required OneDrive or Outlook content before deleting the account. Check retention settings; do not assume indefinite access after deletion.
4. Have the successor open several critical files, test permissions and document any missing owner-dependent automation. Remove access that is no longer justified after the handoff is verified.

Why timing matters​

Microsoft's former-employee workflow sequences sign-in blocking, preservation and deletion and notes retention limits. Google's shared-drive explanation distinguishes team-owned files from individual My Drive ownership. Exporting everything into a new personal account can violate policy and lose permissions or history. Verify the right successor and scope with your administrator.