Exporting your Workspace data using local data storage is available for users with the Assured Controls or Assured Controls Plus add-on. Additional charges for Google Cloud Storage may apply. Contact Google Cloud Support for any billing or usage questions.
Looking for standard export options? Try Export all your organization's data or Choose the Workspace data you want to export.
With the Data Export tool, you can schedule FINRA compliant exports of your organization’s Drive records to a WORM-compliant Google Cloud Storage bucket.
Before you begin
RequirementsTo export your organization’s data, you must:
- Use a Google Workspace or Cloud Identity super administrator account that is at least 30 days old (unless you created your organizational account less than 30 days ago).
- Have 2-Step Verification (2SV) turned on for your account. 2SV enforcement is required only for the admin who starts the export. To check if 2SV is turned on for your account, review your account's security settings.
To access exported data, you must have Google Cloud turned on for your admin account(s). For details, go to Turn Google Cloud on or off for users.
FINRA compliant exports of Drive records use AODocs, a third-party records management solution. Learn more about AODocs and Google Workspace FINRA configuration.
Super administrators can use filters in the Data Export tool to export Google Drive data from specific organizational units, groups, or users. Data can also be filtered by Drive labels.
The Data Export tool generally exports the same data that’s available with Google Takeout for users. For information about what data is exported for each service, see the list at Export all your organization's data.
The following data is not included in a FINRA compliant data export:
- Data from Shared Drives
- Data that isn't owned by an individual user, such as a document in a Shared Drive, is not exported. For example, if a user creates a spreadsheet and stores it in their My Drive, the user owns the spreadsheet. But if the user creates a spreadsheet and moves it to a shared drive, the user no longer owns the spreadsheet.
- Org Units and Groups added within the previous 24 hours may not be exported.
When you start an export, all super admins receive an email that a data export is pending. The export is available no earlier than 48 hours after you start the export. This waiting period helps provide security for your organization's data.
Data export typically takes 72 hours but can take up to 14 days, depending on the size of your data export. All super admins get a notification email when the process is complete. All super administrators can view the export.
FINRA compliant exports run continuously. A new export starts automatically after the previous export finishes.
Archives created by automated continuous exports are labeled with a Continuous tag.
Stop or pause continuous exports
- To stop or pause future exports for an archive, open its Actions drop-down and choose Turn off continuous export. The label changes to Turned off.
- When you are ready to resume continuous exports for the archive, select Turn on continuous export.
Edit a continuous export
To change which data is included in future exports or provide a different destination, open an archive’s Actions drop-down and choose Edit export. Make your changes then click Update export. Future exports will use the new settings.
Export your users' data
You must be signed in as a super administrator for this task.
-
Sign in with an administrator account to the Google Admin console.
If you aren’t using an administrator account, you can’t access the Admin console.
- Click Set up new export.
- In the Name box, enter a name for your export.
- In the Export Type box, select FINRA.
- In the Scope box, select Export data for specific users and choose whether to identify users by organizational unit or group. Then click the selection box and make or type your selection.
- When you select an organizational unit, only the direct members of the selected organizational unit are exported—not the child organizational units. For example, a Finance organizational unit has two child organizational units, Europe and Asia. If you select the Finance organizational unit, only the direct users under Finance are exported. The Europe and Asia organizational units are not exported.
- In the Service box, Google Drive is already selected. Note that FINRA Compliant exports only include Google Drive.
- (Optional) In the Labels box, you can choose to export data with specific Google Drive labels. Type to see available labels. You can view your organization's labels in the Admin Console using the label manager.
- In the Date range & type box, the Continuous export box is already selected.
- In the Destination box, Your bucket is already selected. Enter the name of your Google Cloud bucket. Example: my-gws-data-export-bucket
Note: Make sure your Google Cloud Storage bucket has appropriate retention policies configured with Bucket Lock to ensure WORM compliance. Learn more about Bucket Lock. - Click Start export.
The estimated runtime is calculated, if available for your export. Once complete, the estimated completion time is displayed.
View and download exported data
Once your data export is complete, super admins in your organization will get an email notification with a link to view the archive. You can also access the archive using the Google Admin Console.
-
Sign in with an administrator account to the Google Admin console.
If you aren’t using an administrator account, you can’t access the Admin console.
- The Data export table lists all of your data exports and includes:
- Export names
- Last start and completion dates
- Who each export was set up by
- Export status
- Actions you can take on the exported data
- In the Data export table, click the name of the export to open a detailed view.
- Under Scope, you can see which users, groups, or organizational units were exported.
- Under Status, you can see if the export ran completely or if there were errors:
- Failed: No data was exported
- Errors: Some data is missing from the archive
- Complete: All data was exported
- To view the archive, click Actions
View Archive.
- If your data export completed with errors, you can run a remediation.
Viewing your data export archive
Your exported data archive is available in compressed files called zip files. The data is broken down by service and a file size limit. These partitions help you find the data you need more easily. They also help keep export file sizes small so they can complete quickly with fewer errors.
For example, a user may have Google Drive data broken into multiple files labeled Drive (Part 1) and Drive (Part 2).
To view and download your exported data archive:
- In the Cloud Storage UI, click the root folder.
Note: Only individual objects can be downloaded using the Cloud Storage UI. To download a folder or multiple objects at a time, use the gsutil command line tool.
Example:
gsutil -m cp -r \
"gs://[gsutil URI for your takeout bucket]" \
.
- Click the zip file to download the user's data.
- Unzip the file to review the user's data.
