Google Workspace
Overview
Section titled “Overview”Google Workspace (referred to in some policy documents as “Google for Enterprise Pro”) provides TCR’s email and productivity tools for staff and students. Accounts are provisioned automatically when a Populi account is created. Student email addresses follow the pattern firstname.lastname@stu.tcr.edu.
Technology
Section titled “Technology”Google’s hosted Workspace product (email, Drive, Docs, and related tools). Google Vault is available for retention/legal hold. Also provides email security/threat protection per the Data Governance & Security policy.
Retention policy
Section titled “Retention policy”- Academic records live in SQL (
TCR_StudentRecords, on Daedalus), not in Google — the Google account holds only email and work docs, so it’s safe to prune without losing academic data. - Plan: clear student Google accounts older than 2 years.
- Requirement: preserve frozen copies of emails for admin access before deletion (Vault export or equivalent).
- Open: finalize the retention/export mechanism and cadence — not yet built.
Background & why
Section titled “Background & why”Not yet documented: when Google Workspace was adopted, what it replaced (if anything), and why Google over alternatives (e.g. Microsoft 365).
Integrations
Section titled “Integrations”- Populi: account creation in Populi generates Google Workspace access as part of onboarding.
- n8n: sends both applicant-facing and internal department-notification emails through this system.
- Canvas: students access Canvas alongside Google services using the same TCR credentials.
Access
Section titled “Access”Not yet documented: who has Workspace admin access, domain details, MFA enforcement specifics beyond what’s stated in the Password Management policy.
Dependencies
Section titled “Dependencies”Most of TCR’s automated communication (applicant lifecycle emails, department notifications, chatbot/form escalations) ultimately sends through this system.
Backup & recovery
Section titled “Backup & recovery”Vendor-managed (Google), per standard Workspace service guarantees. No TCR-specific backup process documented beyond that.
Digitized detail referenced from TCR-IT-007 - Data Governance & Information Security Policy [Rev 1.0].docx (see Data Governance & Security), which also covers isolated student email accounts for distance education.