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Data and Account Management

Employees, student teachers, Edustaff substitutes, and other CPS partners

  • Microsoft OneDrive
    • Default size limit: 1TB1
    • Access removed at separation
    • Deleted file recovery: 30-day recovery, 2-year restore for active employees from backup service
  • Google Drive
    • Default size limit: 300GB2
    • Access removed at separation
    • Employees should move documents needed by their department to a shared Google Drive before leaving.
    • Personal content can be transferred out via Google Takeout by request through a Technology Services Work Order.
    • Deleted file recovery: 30-day trash recovery, 2-year restore for active employees from backup service
  • Email (Microsoft Outlook)
    • Default size limit: 50GB
    • Access removed at separation
    • Retention: 1 year

Separation dates are based on BusinessPlus last day worked for CPS employees.

1 Can be expanded up to 5TB per user

2 Can be expanded on request, entire organization has a total volume allowed of 124TB

Students

  • Microsoft OneDrive
    • Default size limit: 1TB
    • Access removed at separation
    • Deleted file recovery: 30-day recovery, 93-day restore
  • Google Drive
    • Default size limit: 100GB
    • Access removed at separation or August 1 for previous year graduates
    • Content can be transferred using Google Takeout
    • Deleted file recovery: 30-day trash, 25-day restore. Separated student Google data is saved for 120 days
  • Email (Microsoft Outlook)
    • Default size limit: 100GB
    • Retention: 1 year

Internal File Shares

  • School Share Drive Files

    • 60 day recovery window for files located here.

Windows Devices

  • CPS-owned Windows devices that do not connect to the network within 90 days may be deleted from active access. Devices remain in the asset tracking system and can be reimaged and reconnected.
  • Student 1:1 devices are deleted for reimaging annually on July 15, or the next business day.
  • Academic devices must be updated annually.

Student Restrictions

  • All student restrictions are lifted annually on July 15, or the next business day.

CPS Partner Accounts

  • All CPS partner accounts expire annually on June 30. Partners may reapply each year to receive a CPS account.