Your company is growing fast & you’ve decided to implement G Suite. When you’re setting up the G Suite Instance, you should consider creating a standalone “service” account that is not tied to an employee. This helps you plan for the long-term and enables better control over your company data. More info:
Benefits of a service account:
Build for the future. Even at a small business, you never want to develop a single dependency or point of failure. Having a separate admin account ensures you can easily transfer admin rights when it’s time for you to leave the business.
Inherit Drive data. When employees leave, Admins can transfer Drive files/folders to the service account to ensure sharing permissions aren’t affected when an employee is offboarded.
Store archived email data. You can use the the Google Drive service under the admin account to store the .mbox export of your former employees email data
Consolidate file storage/sharing. Remove your Box, Dropbox, egnyte or windows file server and transition to Google Drive. “Team Drives” will likely not accommodate your sharing requirements ( you can’t have nested shared folders within Team Drives as of June, 2018), but you can transfer all company files in the admin service account and share from there.
Set company shared login credentials for other services. You can use the service account to configure access to other cloud services for a small business and then share out credentials.
How to create an admin service account:
Creating a G Suite Service Account is the same as adding an additional user. Keep in mind, you can set different admin roles for the service account, including Super Admin, User Admin, Groups Admin, or even custom admin roles. For more information, contact the HiView team.