Success Story
Randstad Drastically Reduces Licensing Costs with Florbs Automated Data Workflows
Table of Contents
Introduction
The importance of efficient Google Workspace management
Randstad is a multinational human resource consulting firm that operates in 39 countries around the globe and has 46,000 employees worldwide. For a large organization like Randstad, efficient Google Workspace management is crucial.
“I was pleasantly surprised how easy it is to create workflows in Florbs. You don’t need instructions or training: with just a few clicks you can see what is possible within the application.”
Roman Spantgar
Product Owner Global Collaboration
at Randstad
“I was pleasantly surprised how easy it is to create workflows in Florbs. You don’t need instructions or training: with just a few clicks you can see what is possible within the application..”
Roman Spantgar
Product Owner Global Collaboration
at Randstad
Challenge
Data management and migration challenges in a global organization
As a large organization with a long history, Randstad has offboarded many employees since it was founded in 1960. Over time, managing former employee data has become increasingly complex.
Managing global employee data in compliance with data protection laws
Data compliance regulations such as GDPR and Freedom of Information Act require businesses to store employee data years after they leave the company. As a global organization, Randstad needs to store data across multiple countries in accordance with various national and international data protection laws.
Introduction of Archive User licenses changed the way companies store data
On January 1, 2023, Google completed the transition from Vault Former Employee (VFE) subscriptions to Archived User (AU) subscriptions. This put significant pressure on Randstad to move the data of a significant number of offboarded employee accounts before that date to avoid incurring additional expenses.
Time constraint
At the time Randstad came in contact with Florbs, data transfer for all of the accounts in Google Workspace had to be complete within just a few months.
Solution
Automated workflows for quick and efficient data transfer
Randstad required an efficient solution for transferring user data from Google Workspace, including data from Google Drive, Chat, and Gmail, to ensure compliance with data protection regulations in the appropriate countries.
Prompt assistance
Florbs support team was able to start working on the request from Randstad immediately.
Setting up the right data streams
Randstad was able to create workflows that followed the company’s specific requirements for storing different types of data.
Working together to optimize the workflow
Florbs worked closely with Randstad to create the most efficient workflow that prioritized data transfers from the smallest accounts to free up the bulk of the licenses.
“If you need to manage or migrate a lot of data, like we did, Florbs solution is highly recommended. Their efficient and quick assistance was invaluable to us, and we wouldn’t have been able to achieve the same result on our own”
Roman Spantgar
Product Owner Global Collaboration
at Randstad
“If you need to manage or migrate a lot of data, like we did, Florbs’ solution is highly recommended. Their efficient and quick assistance was invaluable to us, and we wouldn’t have been able to achieve it on our own”
Roman Spantgar
Product Owner Global Collaboration
at Randstad
Result
The data from nearly all accounts transferred in the limited time
Randstad has implemented a solid offboarding flow that archives former employee data for all regions, reflecting the company’s commitment to continuously improving data security and compliance practices.
Vast majority of the accounts migrated in time
With the help of effective workflows in Florbs, Randstad managed to transfer the data of nearly all accounts in time. Randstad drastically reduced its number of licenses, resulting in a significant decrease in license costs for the company.
All data stored in accordance with company requirements
Randstad has internal company guidelines that dictate how all data should be stored. Florbs support team was able to assist in creating tailored workflows to ensure that all data is stored in accordance with these policies.
More grip and overview on data security
Florbs has enabled Randstad to effortlessly manage its data. With just a few clicks, the company can manage access permissions, providing greater control over data security.
Key takeaways
Valuable insights in employee lifecycle management in a global human resources organization
Create a workflow for archived user accounts
Archiving the data of former employees upon their departure from your organization in an efficient way is a crucial part of your data management. Save time and effort by creating automated workflows for former employee data archival.
Incorporate flexibility in where you store data
Create a flexible workflow for archiving data, as you might have additional requirements or need to adjust the process later on.
Start with the smaller accounts in bulk
When dealing with large amounts of data, start with the smaller accounts in bulk. This ensures that you have migrated most of the data at the beginning and can focus on the remaining large accounts last.
Meet Florbs
Interested to learn more?
Discover how Florbs can help you save 99.5% on Google Workspace Archived User licenses:
https://florbs.io/save-on-google-workspace-archived-user-license-costs/
Learn more about Florbs Admin Automation solution: https://florbs.io/admin-automation/
Start the conversation
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