Legacy Migrations
In 2006, Google launched a free service called "Google Apps for Your Domain" that bundled email, calendar, and other Google services using a custom web domain. The free version was discontinued in 2012, but Google allowed early adopters to keep their accounts, with certain limitations, known as "G-Suite Legacy Free Edition". During this time, several clubs & districts adopted G-Suite as their primary email, calendar, and document collaboration tool.
In January 2022, Google announced the G-Suite Legacy Free Edition would be discontinued July 1, 2022. Clubs were informed that they must either upgrade to a paid Google Workspace account (starting at $6 per user per month) or export their data. To ease the transition, clubs would receive discounted pricing for a 15 month period (free until 9/30/2022, 50% discount until 9/30/2023).
At current user count levels, this represents a recurring annual cost of $72 per user on the cheapest plan. Depending on the number of board positions and committees, this cost would have exceeded $1,000 per year larger clubs like UC Berkeley & UC Davis.
Migration to Big West Rotaract's Google Workspace
Clubs utilizing G-Suite legacy free edition are welcome to migrate their data to BWR's Google Workspace environment, allowing clubs to continue utilizing Google services to enhance communication & productivity at no cost, representing a significant value to the clubs & districts.
Over the summer of 2022, Cal Rotaract (5160) successfully completed the migration of over 40 user account, and merged the user accounts of certain club/district officers. All migrations from legacy g-suite are expected to be complete before 2023.
Google Workspace for Nonprofits includes access to features not available on the legacy free edition, such as additional storage for each user account, unlimited storage in shared drives, and access to Google Meet.
Main Contacts
Digital Services lead: Taylor Lee
Google Workspace Migration facilitation: Dylan Supencheck
Domain registration & DNS management: Eric Berkovsky & Pritesh Amin
The following services can be migrated from G-Suite legacy to Google Workspace:
The following services are possible to migrate, but Google does not offer tools to facilitate seamlessly:
The following services cannot be migrated:
Email
Google makes it easy to transfer emails from G-Suite legacy to BWR Google Workspace using the Data Migration Service in the Admin Dashboard. Migrations must be initiated by a Super Admin, who must first reset the password of the source (legacy) account.
Youtube
Channels and their videos can be migrated from a legacy g-suite account to a BWR Google Workspace account. The channel must first be converted to a brand account.
Drive
Google Drive files must be transferred to a Shared Drive within the legacy account, after which the contents can be wholesale transferred to a Shared Drive within BWR's Google Workspace. If done properly, all document properties, comments, permissions, and links will be retained.
Contacts
Google Contacts must be manually exported from the legacy account, and then imported into the new BWR Google Workspace account. Unlike the above items, there does not appear to be a way to systematically migrate this data en masse.
Manually migrating contacts is made redundant in part because all emails will be migrated using the Data Migration Service (see above). Additionally, all users in the legacy workspace are already being migrated. Contacts would only be relevant if the legacy user manually populated their address book with additional contact info. If that is the case, the contacts are retained as part of Google Takeout (see below) and can be manually uploaded by the new user after the migration is complete.
Google Play Purchases
In the unlikely event that a legacy user has purchased Google Play content, such as games, e-books, or movies, it may be possible to retain them using a special Cloud Identity account. However, this has not been explored yet to date.
Backups
All data from a G-Suite legacy account can be downloaded into a Zip folder using Google Takeout. This serves as a backup in case anything is not migrated properly.
Additional Links and Resources
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