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Jessie Ball duPont Library

Google Storage Guide

This guide provides information about Google storage caps and how to manage your storage.

Google Storage Caps: Frequently Asked Questions

Q: Why are storage caps being instituted?

A: Google recently changed the way in which they are offering products to higher education institutions, and this necessitates a change in how we manage our Google accounts. One aspect of the changes Google has made is the elimination of unlimited storage per user, which was previously offered for free for higher education accounts. Google now only offers paid agreements for higher education accounts for institutions that need more than what is now limited free storage. It is not financially sustainable for us to continue to purchase additional storage to accommodate our current rate of growth.

At our current rate of use, we will run out of storage in approximately two years if we were to take no action. To avoid running out of storage and, therefore, individuals’ and departments’ inability to use our current Google products, we need to implement storage caps for all accounts. Most users will not notice the caps when they are put in place.

 

Q: When will the caps be implemented?

A: Storage caps will be implemented in July of 2024If you cannot manage your Google storage prior to the implementation date, you will not lose your content; however, you will need to set a date with LITS staff by which we will work with you collaboratively to have your storage situation resolved.

 

Q: How were the size of the caps determined?

A: The proposed caps were derived by examining the average amount of storage used by individuals in various user groups (students, faculty, staff, departments, etc.), then analyzing the number of users above and below the average and adjusting to maximize the cap while taking into consideration the number of users in the group and the overall University storage cap.

 

Q: How do I know how much storage I am currently using?

A: Click on this link to see the amount of storage space you are presently using. For more detailed instructions, please see this portion of our guide.

 

Q: If I am over the cap, will I lose my files?

A: You will not lose your files/data. If you are over the cap, you will receive an email message to alert you of your temporary storage cap. LITS staff will contact you directly to work with you to find a long-term solution for your storage needs.

 

Q: Does the cap pertain to Google Drive only, or are other things included?

A: It is everything in Google Workspace: drive, email, docs, sheets, forms, etc.

 

Q: Will LITS staff manage my storage or move my files for me?

A: LITS staff will consult with you on how to reduce or otherwise manage your storage. We will not remove files for you to get you below the cap because we do not know what is and is not valuable for your work.

 

Q: What if I delete something, but need it back later?

A: When you delete something, it will be available for 30 days after deletion unless you opt for a permanent deletion. This guide from Google explains in detail how to restore deleted files. 

 

Q: What if I have new work requirements that will result in more storage needed than the cap will allow?

A: That very well may be the case. LITS staff will be more than happy to consult with you on your storage needs. Please contact the Help Desk in advance so that we have a sense of your storage needs now and your anticipated future needs.

 

Q: How do I transfer my data to somewhere else, such as another Google account, to my computer, another storage vendor, etc? 

A: LITS staff will be happy to consult with you on the solution you would like to use and offer advice and assistance on the best way to move and manage your data.

 

Q: Will LITS staff let me know if I am near the cap?

A: We are investigating ways to set up automatic notifications when you approach your storage cap. These notifications will begin after July 2024. Meanwhile, it is best to monitor your storage use periodically so you are not surprised if you reach your cap.