Data Preservation
This page is designed to provide assistance with preserving users' personal data within the CHCCS Google domain. You may need to preserve your data for personal backup and archiving as well as the process of departing the district. There are three ways to preserve your CHCCS Google account data (email, documents, etc.).
- Use Google Takeout to download an archive of your data to a personal computer or storage location.
- Migrate documents and messages that you own to a private Google account (@gmail.com). STUDENTS ONLY!
- Share individual Docs, Sites, and Calendars to a regular Gmail account. This is a good option for the preservation of Google Sites and Calendars.
Student accounts are deleted two weeks after departure from the district and staff accounts are disabled upon departure. Once an account is deleted, the data cannot be recovered by the district, and data access is not possible once an account is disabled. At the end of each year, graduating seniors have access to their data until the last weekday of June. Staff generally have access to their account until their last day of employment. It is recommended that all users plan for these events and begin the data back process at least two weeks in advance of their departure. You may utilize these backup methods at any time as a part of your personal data backup routine. It is recommended to backup your data as often as possible and to keep the back up in multiple storage locations if possible.
Backup using Google Takeout
Google Takeout allows you to download a copy of your email messages, documents, calendar events, and sites to your computer as an archive (.zip file). This data can either be kept in storage on the hard drive of a computer that you own, placed in cloud storage (like Dropbox), or uploaded into a new (@gmail.com) Google account.
Access Google Takeout (you must be logged into your CHCCS account for the link to work).
You can also access Takeout from your CHCCS Gmail by clicking on your picture in the upper right-hand corner, selecting "My Account," "Control your content," then "Create Archive."
Backup Using Personal Gmail Account
NOTE: This method is currently only available to student users.
Google allows you to transfer your Email messages and Drive documents that you own from your CHCCS account to a regular, @gmail.com account.
To get started, you'll need to set up a regular Google account. Click the link below to begin transferring your data. You can create an account from the page below if you need one.
Migrate your data to an @gmail.com account (you must be logged into your CHCCS account for the link to work)
For more information about migrating your data and how to prepare for a successful transfer of data please see this help article from Google.
Backup by Sharing
Your CHCCS Google data can also be shared/forwarded to another Google account that you own. This is a manual process and this option is best when:
1. You only have a small amount of data that you want to preserve.
2. You want to preserve Google Sites that you have made.
3. You do not have a device on which to store your data.
To transfer sites and documents to another Google account, first share the CHCCS version of the site or doc with the @gmail account. Next, make a copy of the site or document within the new @gmail account. It is important that you make a copy of the site or document in your new account, as the original will be deleted with your old account is removed from CHCCS Google Apps.
To copy a Google Doc, Sheet, Slides, go to File > Make a copy
Email Messages
Simply forward messages that you wish to keep from your CHCCS account to your new Gmail address.
Simply forward messages that you wish to keep from your CHCCS account to your new Gmail address.
Calendar Data
You can export your data from your CHCCS Google Calendar. Once you have exported your calendar data, you can simply import it into the calendar application in your new Google Account.
You can export your data from your CHCCS Google Calendar. Once you have exported your calendar data, you can simply import it into the calendar application in your new Google Account.