Once Users are no longer active in Google Workspace or Microsoft 365 and their data needs to be retained, simply assign them low-cost Archive licenses. Archive licenses can be found in the Billing section under Add-ons.
Archive Licenses will provide Unlimited storage for your terminated employees, and allow you to retain this data for as long as necessary.
These licenses are for storing data only, meaning no security will be applied to these Users. Previews for emails, calendar details and contacts will be disabled.
Want to get started? Follow this guide!
Once a user has been deactivated from their live environment (Google Workspace or Microsoft 365), they will appear as an inactive User in SpinOne.
If you are ready to archive them, simply select the User and click Archive users at the top.
NOTE: Only Suspended, Deleted & Archived users can be archived on the SpinOne platform.
The User will now be added to a new section from the left panel named Archived users. Head there to locate all Users who have been archived, and to restore/download their data.
If a User has been reinstated, and you'd like to revert them back to a regular SpinOne license, simply select them once more and click Activate users.
Once you have began Archiving some users, it is important to set their Preservation time. This is how long they will be kept archived on the SpinOne platform. Head to the Archived Users page, select Settings and Preservation Time.
By default, the Preservation Time is indefinite and users will remain here forever. You can set a custom timeframe by months that will immediately apply to all your Archived users.
If you want to keep the preservation time the same for all users except a few individuals, you can also manually change the preservation date of each entity. Find the user, open their dropdown and click on Edit preservation.