About changes to storage in Google at IU
On this page:
- Critical updates for Google services in 2022
- Google Drive and other core services are not going away
- About migrating data from Google
- Options for use of Google Shared Drives
Critical updates for Google services in 2022
New storage limits
For more than a decade, Google offered the full suite of services at no cost to higher education universities; however, Google has announced placement of caps on storage use, at 30% of the current total data stored in the IU Google instance. As a result, the university must limit the total storage footprint used by all IU services in Google systems to avoid drastically increased costs.
Apps, services, and features that contribute to our overall usage include:
- Google Drive and Google Photos for individuals
- Google Photos (see Move photos out of your Google at IU account)
- Gmail at IU (for students; no action needed since student mail migrated to Exchange Online in May)
As of January 24, 2023, every active Google at IU My Drive account must be under 5 GB. For accounts below 4 GB of total storage, a limit of 5 GB was implemented on Friday, August 26, 2022. The limit was put in place to ensure that these accounts stay under 5 GB and do not increase IU's total storage allotment in Google. 85-90% of students, faculty, and staff are affected by this limit.
Also, group accounts can no longer store any data in Google at IU.
For more, see Collection of Knowledge Base documentation about changes to storage in Google at IU.
If you go over the limit
If your Google at IU account goes over the 5 GB quota for files that you own, you will not be able to create new content or edit existing content in your Google My Drive. These restrictions will be lifted once you reduce your storage so that it's under the 5 GB limit.
See how much space you're using
To view your total Google at IU usage, go to https://drive.google.com/settings/storage. Be sure you are logged into your Google at IU account, and not a personal Google account. To be sure, you could use a private browser.
If your Google My Drive shows you are over quota and you don't think you should be, you may have files in your Google My Drive owned by other users; refer to Manage files and folders in Google at IU My Drive.
Timeline
August 26 | 5 GB limit set for all Google at IU My Drives that are under 4 GB |
---|---|
September 2 | Last day to request a Gmail re-enable |
September 16 | All Gmail re-enables lose access to gmail |
September 21 | Migration forms must be submitted for Google My Drives and Google Shared Drives; those over quota and not submitted automatically added to the list for administrative moves which began September 29.
|
September 22 | Migration forms closed. 5 GB limit set for all Google at IU My Drives that are under 5 GB |
September 29 | Administrative moves began for those over the 5 GB quota who had not submitted the migration form |
October 1 | Gmail data deleted for those currently at IU |
October 3 | 5 GB quota set for Google at IU accounts with 4 to 4.99 GB of data |
November 1 | Delete all users and data from the separated user organization for those separated more than 30 days |
November 21 | Google My Drives over quota and signed up for manual moves that are not completed by this date had quota added, and were automatically added to the list for administrative moves |
November 29 | Administrative moves began for Google My Drives over quota and signed up for manual moves that were not completed. |
December 1 | Quota set to zero on IU group accounts; all group accounts with data began migration to OneDrive after this date; after 30 days data deleted completely |
December 8 | Ability to collaborate no longer available for files in Google Shared Drives whose owner has not completed the migration form |
December 12 | Administrative migrations to OneDrive began for group accounts with data |
December 14 | Empty Google Shared Drives deleted |
December 15 |
Quota set to zero bytes for files in Google Shared Drives whose owners had not completed the migration form |
January 11, 2023 | Quotas for Google Shared Drives set to zero for those who have not paid to maintain access; after 30 days data deleted completely from those Google Shared Drives |
January 24, 2023 | 5 GB quota set for Google My Drives |
February 15, 2023 | Google Shared Drives with no data deleted |
February 28, 2023 | All purchase orders must be created for paid Shared Drives |
Google Drive and other core services are not going away
Google at IU will remain available to you as long as your account remains under the limit. You will still have access to Google My Drive, Google Docs, Google Sheets, Google Slides, Google Meet, Google Chat, Jamboard, Chromebook management, and the majority of services Google offers.
About migrating data from Google
For details, see Migration options for Google at IU My Drive data.
Migration tool for personal data
Learn how you might migrate your personal Google at IU My Drive files to Microsoft OneDrive at IU.
The tool will convert Google file formats to their counterparts in the Microsoft Office suite:
- Google Docs to Microsoft Word
- Google Sheets to Microsoft Excel workbooks
- Google Slides to Microsoft PowerPoint slide decks
Data classification for storage in Google My Drive
Google My Drive is not an appropriate location for institutional data. For more on data privacy, security, and storage, see IU Data Management.
Large files
Files larger than 250 GB cannot be stored in Microsoft Teams/SharePoint Online. UITS encourages you to work with your IT Pro to investigate migration options for such files.
Microsoft options for institutional data
Within enterprise IU IT services, Microsoft Teams at IU/SharePoint Online is the option for institutional files.
Get help determining whether your data is personal or institutional.
Microsoft pricing
All major vendors offer cloud storage as a significant component of their service offerings, and the industry as a whole has shifted toward monetizing storage rather than offering it as a free component associated with other services.
Microsoft is not an exception to this trend. However, while Microsoft is charging significantly for storage, IU has much more space than is being used. The university's existing investment in other Microsoft products also makes this sustainable.
Option for use of Google Shared Drives
Google Shared Drives are now available only as a paid option for departments.
This is document bhmp in the Knowledge Base.
Last modified on 2023-02-02 13:51:45.