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Use ‘em or lose ‘em: Tech account inactivity policies
Did you know most online services have policies that allow them to delete inactive accounts and all associated data? In fact, Google is in the process of deleting old Gmail accounts as we speak.
It’s amazing how that can turn a simple mistake or moment of forgetfulness into a full-scale data catastrophe.
Andrew, my podcast cohost, found that out when Shutterfly deleted thousands of his photos — pics of his kids that weren’t stored anywhere else. Shutterfly’s account inactivity policy requires a purchase every 18 months. Otherwise, yep, all your stuff gets the boot.
The clock is ticking
For all kinds of reasons (storage, privacy, security, compliance with laws and regulations), companies don’t let old accounts sit longer than they have to. Each has its own time frame for holding onto your info, and it’s up to you to keep track.
So, how long are we talking? I did the work to find out how much time you’ve got with the major tech companies:
| Company | Inactive account time |
|---|---|
| Microsoft (Outlook, OneDrive) | 24 months |
| Dropbox | 12 months |
| Amazon Photos | 24 months |
| PayPal | 24 months |
| X | 30 days |
| eBay | “[S]ubstantial period” |
| 12 months (for “hacked, unused or unconfirmed” accounts) | |
| Google (all services except Voice) | 24 months |
| Google Voice | 3 months |
At the very least, you need to log into your account and do something (send an email, run a report, upload a pic — whatever) within the time frames above.
Have I convinced you this is important yet? Good. Keep going.
Here’s your game plan
Your digital life needs upkeep, just like your house and your relationships!
- Make a list. I keep a running list of accounts I fire up. Am I perfect at keeping it updated? No, but it sure is better than nothing.
- Focus on what’s important. Some stuff, like photos, demand special treatment. Get yours into a single account and set check-in reminders on your calendar.
- Don’t rely on your memory. Enable any inactivity notifications offered by the service. If they don’t offer it, put it on your digital calendar.
- Use a password manager. It’s one of the easiest ways to keep track of your accounts. Bonus: No more hitting “Reset password.”
- Keep extra copies. Regularly back up your most important files and photos to an external hard drive or cloud service. Pros use the 3-2-1 rule.
- Ask nicely. If an account gets closed due to inactivity, reach out to customer support. Some companies have a grace period for recovery.
If you do nothing else, do this: Secondary email accounts you use for password recovery and emergencies will sit idle for long periods, and you can’t afford to lose them. Log in a few times a year, send yourself an email, and you’re good to go.
📋 Ahh, I love a good plan. Now it’s just up to you to go and do it. If you need a push, forward this to a pal and ask them to join you. Sharing is caring!
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Tags: Google, photos, podcasts, privacy, security, tech
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