Webinar — Archived users
Google Vault Exports for Compliant User Deletion and License Recovery
How to cut Archived User and unused license costs in Google Workspace, preserve former-employee data with Vault and Gmail exports, and delete old accounts safely.
Google Vault exports, compliant deletion, and license recovery
Watch the full 40-minute session to see the workflow in action: Vault and Gmail exports, searchable retention, verification before deletion, license recovery, and the Zenphi templates used to assemble the automation.
Former employees leave accounts, data, and ongoing cost behind
Every departure leaves a Google Workspace account behind, and with it, years of email, files, and shared data. Suspended accounts are billed at the full license rate. Archived User licenses keep billing for as long as your retention policy runs.
Because deleting an account removes its data from Google Vault, most teams never delete anything. Former employees’ data keeps piling up, along with license spend and a growing set of accounts nobody wants to touch.
In the replay, you’ll see the workflow that changes that: create both Vault-based exports and separate Gmail exports, move them to the storage destination you choose, keep the retained data searchable, verify it, then delete the account and reclaim the license, with a record of every step.
- Suspended accounts still consuming full licenses
- Archived accounts retained indefinitely
- Vault and Gmail data that must be retained before deletion
- Exports that expire or become difficult to search after offboarding
- Deletion decisions without a defensible audit trail
- Archived accounts past their retention period
From offboarding request to searchable exports to deleted account
Most of the replay is a working workflow. You’ll see available Zenphi templates used to build the automation in 15 minutes, then how IT can preserve data through both Vault and separate Gmail exports, keep those exports searchable, and remove old accounts without losing what legal, compliance, or operations may still need.
Route the offboarding request for approval
The workflow checks the user’s current account state and licenses automatically before anything destructive happens.
Create the Google Vault exports
Export the retained Workspace data you need from Vault and move it out before the Vault export expires.
Run a separate Gmail export
See a separate Gmail export path rather than treating Vault as the only way to preserve former-employee email.
Save exports to the destination you choose
Send the retained export to your chosen destination, including an AWS S3 bucket or Google Cloud Storage, instead of leaving it tied to the user account.
Keep retained exports searchable
See how we keep exported data searchable after it has been moved, so teams can still find what they need without restoring the former employee’s account.
Verify the export before deletion
Put a hard gate between data retention and account deletion so the workflow cannot move on until the required exports are confirmed.
Delete, reclaim the license, and preserve the audit trail
Delete the account only after verification, reclaim the license, and retain the request, approval, export, verification, and deletion history for review.
Build the full automation from Zenphi templates in 15 minutes
See how the available Zenphi templates shorten the build so the complete offboarding automation can be assembled in about 15 minutes.
Export. Store. Search. Verify. Delete.
Watch the account move through a controlled offboarding sequence, with both Vault and Gmail export paths, flexible storage, searchable retained data, and deletion blocked until verification is complete.
Approve
The request is reviewed and the user’s current account and license state are checked.
Export
Create the required Vault exports and the separate Gmail export.
Store
Move the retained data to the destination you choose, including AWS S3 or Google Cloud Storage.
Search
Keep the exported data searchable so it remains useful after the user account is gone.
Verify
Confirm the required exports before the workflow allows account deletion.
Delete
Delete the account, reclaim the license, and retain the full process for audit.
A practical decision framework for former-employee accounts
The replay gives you the sequence, controls, export options, searchable-retention pattern, and review logic needed to separate accounts that must stay archived from accounts that can be exported and deleted.
See which accounts still expose you to risk and cost
Build a clearer picture of former-employee accounts, retained data, and the licenses attached to them.
Decide what should stay archived and what can go
Use retention requirements and account status to separate accounts that still need to exist from those ready for export and deletion.
Use the right order of operations
Follow the sequence that protects retained data, keeps exports usable and searchable, and prevents deletion from happening before verification is complete.
Prepare for legal and compliance questions
Understand the controls and evidence stakeholders will expect before old accounts are permanently deleted.
Want help finding the accounts to review first?
Book an audit session with the Zenphi team to review your Google Workspace account and license landscape and identify where offboarding, retention, or license-recovery automation may help.
For the teams that own offboarding, retention, and license spend
Security and IT leaders, Google Workspace administrators, and IT operations managers who own offboarding, data retention, eDiscovery, or license spend. Compliance and legal counterparts are welcome too.
40 minutes, built around the workflow
See the workflow built and explained step by step
Vahid Taslimi
CEO and Head of Product, Zenphi
Vahid leads the demo, showing how to assemble the automation from Zenphi templates, preserve data through Vault and Gmail exports, verify retention, and delete the account safely.
Fernanda López
Senior Customer Success Engineer, Zenphi
Fernanda answers audience questions throughout the session and leads the Q&A at the end.
Close the offboarding gap without deleting data blindly
See how to build the automation from Zenphi templates, preserve former-employee data through Vault and Gmail exports, keep retained exports searchable in your chosen storage, delete old accounts safely, and reclaim licenses.
40-minute on-demand replay