Storage quotas, pertaining to Google Drive, Photos, and Gmail, have been implemented in the university's Google Workspace to balance and efficiently manage our digital resources. This initiative addresses the growing challenge of data proliferation, ensuring equitable access to storage for all. By adopting this measure, we encourage better data management and organization, fostering a more disciplined approach to digital storage. It's not just about conserving space; it's also crucial for maintaining a secure and reliable digital environment conducive to academic pursuits. Additionally, this strategy allows us to allocate our resources more effectively, enhancing overall academic services and educational tools. Essentially, it's a step towards a more organized, fair, and sustainable digital ecosystem within our university community. See below for the details of changes.
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Beginning January 3, 2023 Faculty and Instructor Google Workspace users, will have Google Drive (aka My Drive) storage limits applied. My Drive storage limits, for Faculty and Instructors, will be a 60 GB quota per user. Faculty and Instructors currently using storage over this 60GB quota, will granted extended storage quotas to accommodate current needs. The higher storage limits will be time limited (available until the beginning of Fall 2024 semester) providing minimal disruption, to activities, during the transition to new storage solution(s). Faculty and Instructors will continue to have the ability to request and manage Shared Drives, which does not count against an individual user's My Drive storage use.
The form for Faculty to request Shared Drives can be found at: https://su-jsm.atlassian.net/servicedesk/customer/portal/22/group/365/create/763
Local IT support should be consulted for more information and assistance in identifying and employing available ITS storage solutions.
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These changes are being made in order to allow more equitable use of storage for the purpose of teaching and learning. Google Workspace administrators will be able to better manage the limited pooled storage (shared) allocated to our Google Workspace domain. These changes are to take effect on January 3 , 2023 (except for SU Staff which begain began on November 1, 2023).
All Google Workspace users that are over storage quotas should delete or export their data from their g.syr.edu accounts. The recommended option for migrating your data over to another Google Workspace account would be through Google's migration tool, Google Takeout. This process is recommended by Google. The tool is provided by Google and due to its intricacies is not supported by Syracuse University ITS. For further instructions please visit our page on Google Takeout.
SU/ESF students requiring group-based shared drives, for course related activities, should request project space through their course instructor.
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SU Staff that are over storage quotas should delete or export their data from their g.syr.edu accounts. The recommended option for migrating your data over to another Google Workspace account would be through Google's migration tool, Google Takeout. This process is recommended by Google. The tool is provided by Google and due to its intricacies is not supported by Syracuse University ITS. For further instructions please visit our page on Google Takeout.
Staff desiring to create and manage group-based shared drives should consult with their IT support for available shared group storage solutions.
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This unaffiliated shared data should be exported as soon as possible to avoid data loss. Google Takeout instructions can be found here: Google Takeout
Shared Drives for Faculty & Instructors
Shared drives are now only permitted for academic use. Shared Drives may be requested by Faculty or on behalf of Faculty by IT Support Staff, for academic use only. Information that is gathered includes the class name, semester and an expiration date of when the drive can be removed from use.
To request a shared drive use the Google Workspace Shared Drive Request Form
Additional Resources
Migrating from Google Drive to OneDrive: Migrating Google Drive to OneDrive
Manage files in your Google Drive storage: https://support.google.com/drive/answer/6374270
Checking how much storage you have: https://www.google.com/settings/storage
How to clear space: https://support.google.com/drive/answer/6374270?sjid=12512729021663042203-NA#how-to-clear-space
Google's migration tool: Google Takeout