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Can I store Personally-Owned Data on my Biola Google Apps account?

Your faculty and staff Google Apps account is a tool for university work, managed by Information Technology. As with any university service, it may be replaced or disabled if necessary.

The data on your Google Apps account belongs to the university. This account should not be used for personal communication or to store personal data. Biola University is not responsible for recovering or maintaining any personal data or services on your Employee Google Apps account.

One exception to this rule of Biola ownership relates to copyright ownership of “works” as defined in the University’s Copyright Ownership policy contained in Section 3.8 of the Employee Handbook.  Employees who own the rights under the Copyright policy are responsible for downloading their intellectual property from their account prior to their last day of employment if they would like to retain it.

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How can I identify Personally-Owned Data?

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University-Owned Data refers to any data that you created while at work, or is used to accomplish your job at Biola University.

Examples include:

  • Business communications
  • Student records
  • Personnel records
  • Meeting notes
  • Project proposals
  • Policies and procedures
  • Backups of data from your work computers
  • Data shared with you by your coworkers

Personally-Owned Data refers to any data unrelated to the university, and not needed for your work.

Examples include:

  • Personal photos and videos stored in Google Photos and in Google Drive
  • Personal financial documents (tax records, retirement records, etc.)
  • Backups of data from your phone or home computer
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How do I download my Personally-Owned Data from my Biola Google Drive account?

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For detailed instructions with screenshots, view Google's documentation here:

Note: Employees will need to download their

own

personal

data for the following reasons:You know your

data

, what is your intellectual property and what is Biola data.
Biola Google users have exclusive access to their accounts. IT does not have the ability to access your account

. Information Technology does cannot access your Biola Google Workspace Account without taking exclusive control.


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Can I use Google Takeout to transfer or download my Personally-Owned Data from my Biola Google Drive account?

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Google Takeout only allows users to transfer or download allof the data in their account. This functionality is disabled on employee Biola Google accounts for the following reasons:

  • Biola is operationally and often legally responsible for much of the data on your Google Apps account, and we cannot allow employees to take any of that data with them when their employment ends.
  • IT cannot easily sort out your intellectual property from Biola data that must be retained.