---
title: "K12 Montana Explains: Suspend vs. Delete in Google Admin and Why It Matters"
---

# K12 Montana Explains: Suspend vs. Delete in Google Admin and Why It Matters

by [Jeff Patterson](https://www.k12mt.com/k12-montana/blog/author/jeff-patterson)   |   May 14, 2025

When a staff member leaves your school district, what do you do with their Google account? It seems like a simple question, but it's one K12 Montana sees handled incorrectly all the time - and making the wrong choice can cost your district its records and potentially create a compliance problem.

Here's the critical difference between suspending and deleting a user in Google Workspace.

### Suspending a User

Suspending blocks the user from signing in and stops new emails and calendar invites from reaching them. However, all of their data stays intact. Files they own remain accessible to collaborators. Their Google Vault records are preserved.

The downside: a suspended account still counts toward your license. You're still paying for it. But if your retention policy requires keeping email for three years, this is the correct approach for departed staff during that window.

To suspend: in Google Admin, go to Directory, then Users. Hover over the user's name, click More options, then Suspend user. Then change their organizational unit to the Suspended OU.

### Deleting a User

Deleting a user permanently removes their account and all of their data - including their Google Vault records. There is a 20-day window after deletion during which you can transfer certain data like Docs and Calendar items to a new owner, but email is gone.

This should only happen when the user's data has aged out of your retention policy and you no longer need it.

To delete: in Google Admin, go to Directory, then Users. Hover over the user, click More options, then Delete user.

### The Takeaway

When someone leaves: suspend first, move to the Suspended OU, and revisit when their retention period expires. Never delete on the way out the door.

Unsure about your district's offboarding process for Google accounts? K12 Montana Inc. can help you build a clean, compliant offboarding workflow. Contact us to talk it through.

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#### About the author

 Jeff Patterson

[Follow me on LinkedIn ](https://www.linkedin.com/in/patterson-jeff/)

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[ What Montana Schools Need to Know About the FCC's New E-Rate Review ](https://www.k12mt.com/k12-montana/blog/what-k12-montana-schools-need-to-know-about-the-fccs-new-e-rate-review)

## Thank you for visiting the K12 Montana blog!

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