Sonoma State University

Employee Google Account and Data Access

We expect employees and managers to make every effort to ensure integral University data and information are stored in shared, department-managed systems so that no loss of data occurs. However, some situations or circumstances may cause a disruption in access to materials necessary for business operations. In collaboration with Information Technology, the framework below has been developed. Please review the requirements and how to make a request for information below. 
 
The process below outlines the request process for the following scenarios: 

  • Former SSU employees who are requesting files, documents, or emails from their SSU Google Accounts 
  • Managers or Appropriate Administrators who are requesting files, documents, or emails from their employee's SSU Google Accounts

 

For all other requests, you may request access to public records through the California Public Records Act request process. 

 

Framework

This framework intends to encompass the following systems and information when the requesting party is an employee or manager for a business purpose. Requests for information that are in relation to employee investigations, labor partner requests made under HEERA, California Public Records, or other records access statutes. Requesting access to public records can be found on the Access to Public Records website. 

 

Systems applicable under this framework as outlined:

  • SSU administered Google Account (accounts ending in …@sonoma.edu), including the services associated such as: 
    • Gmail (email)
    • Google Drive (both individual and shared drives)
    • Google Docs
    • Google Sheets
    • Google Slides
    • Google Chat
    • Google Calendar 
    • Google Forms 
    • Google Keep 
    • Google Contacts 
    • Google Photos
    • YouTube
    • Canvas

How to Make a Request

Employees Requesting Access

Former employees may request access to SSU-administered Google accounts registered to their usernames while the account remains active. Requests made by employees to their SSU-administered Google accounts will include a copy of the materials from their Individual Drive. These requests require information regarding the business use case of the item during the request process. 

 

Employees may also request access to department- or unit-specific shared drives. These requests additionally require information regarding the business use case of the item during the request process. 

 

Complete this form to request Employee Google Account and File Access Request

Managers Requesting Access

Managers who may need access to items in a former employee’s SSU-administered Google account may request when all of the following conditions are met: 

  • The request must be made by, or include, the Appropriate Administrator of the requesting employee’s SSU-administered Google accounts. 
  • The request for items does not contain confidential information or data that does not belong to the requestor (e.g. search committee materials, title IX records, worker’s compensation files, other confidential materials, or personal information)
  • The requestor demonstrates the business use case of the item.

 

To make a request for files include the following items: 

  • Date range of search
  • Keyword(s)*
  • Items being requested (email, documents, slides, etc.) 
  • Employee name of account being requested
  • Business use case of items being requested

Records will be reviewed prior to release to the manager by Risk Management and Safety Services. Records not responsive to the request or otherwise confidential will be excluded from the files provided to the manager

 

*Keyword(s) that are identified by Risk Management and/or Information Technology as overly broad, may be rejected or restricted.

 

Complete this form to request Employee Google Account and File Access Request

Calendars 

Managers may request calendar printouts of their direct-reporting employees’ SSU-administered Google accounts by providing the business use case of the item. Personal or private information will be redacted from the calendar by Risk Management prior to providing to the requestor. 

 

Complete this form to request Employee Google Account and File Access Request