Users Review users and admin access Confirm who has access, who has administrator permissions, and whether former employees or vendors still need to be removed.
Files Review shared drives and file sharing Check shared drives, folder access, external sharing, file ownership, and areas where sensitive files may be overexposed.
Security Check 2-Step Verification Review sign-in protection, basic account security, user habits, and access settings that protect business data.
Former usersOld accounts still existFormer employees, contractors, or volunteers may still have account access or file ownership that needs review.
Shared drivesDrive access is unclearShared drives and folders can become difficult to manage when ownership and access are not documented.
External sharingFiles are shared too broadlyExternal file sharing can create risk when links, folders, or documents are shared without regular review.
Admin rolesAdmins are not documentedAdministrator roles should be reviewed so the business knows who can change security, users, and settings.
Security2-Step Verification is inconsistentSome users may not have 2-Step Verification enabled or may not understand why it matters.
OffboardingEmployee exits are messyAccount suspension, data transfer, shared files, password resets, and device return should follow a clear process.
Review Google Workspace account and access review User account review. Administrator role review. 2-Step Verification review. Shared drive and folder access review. External sharing review. Former employee cleanup recommendations.
Documentation Practical cleanup plan Plain-language findings. Priority cleanup list. Recommended user and file access changes. Offboarding steps for future employee exits. Suggested monthly or quarterly review rhythm. Related templates and checklists.
Small businessSmall businesses using Gmail and DriveGood for businesses that rely on Google Workspace but do not have a full-time IT department.
NonprofitsNonprofits with staff or volunteersUseful when employees, volunteers, board members, and contractors have different access needs.
Office managersOffice managers handling accessHelpful when user changes, shared drives, and file sharing fall to an office or operations manager.
Shared drivesGoogle Workspace Shared Drive Review ChecklistUse this to review shared drives, file access, and external sharing habits.Open templates
OffboardingEmployee IT Offboarding ChecklistReview account removal, file transfer, shared drives, and device return after an employee leaves.Open checklist
PasswordsSmall Business Password Policy TemplateSet practical expectations for passwords, shared accounts, and 2-Step Verification habits.Open template
Step 1Review the current setupLook at users, administrator roles, shared drives, file sharing, and account security basics.
Step 2Identify cleanup itemsDocument former accounts, unclear access, broad file sharing, missing documentation, and risky settings.
Step 3Create practical next stepsTurn the findings into a simple action plan for cleanup, documentation, and future employee changes.
Do you support Google Workspace for small businesses?Yes. J3 Systems Group can help review users, shared drives, administrator access, file sharing, and basic security settings.
Can you help clean up shared drives?Yes. Shared drive review is one of the best ways to reduce confusion and prevent files from being shared too broadly.
Can you help after an employee leaves?Yes. Offboarding can include account suspension, file transfer, shared drive review, password changes, and device return documentation.
Is this a full cybersecurity audit?No. This is a practical Google Workspace cleanup and security review for small businesses that need clear next steps.
