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.
Affiliation Policy Matrix
SU Faculty & SU Instructors | SU Staff | SU Student, ESF Student & ESF Employees | Shared Drives for Non University Affiliated Users | |
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Implementation Date |
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New Storage Quota | 60 GB | 10 GB | 10 GB | 0 |
Ability to Request Shared Drives |
(20 GB Quota) |
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Access to Google Photos Service |
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If You Are Over Quota...
When a user exceeds the set storage limit in Google Workspace for Education, they are impacted in the following ways:
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If you are over quota, see the Additional Resources section below for help on migrating your data to your Syracuse University OneDrive, clearing space, and/or exporting an archive of your My Drive.
Shared Drives for Non-University Affiliated Users
As of September 3, 2024 Syracuse University will no longer host Google Shared Drives that are not managed by a university affiliated user with an active g.syr.edu email address. Shared Drives that only list non-g.syr.edu addresses as the drive managers will be removed after 10/11/2024. Affiliated g.syr.edu accounts can be added to these Shared Drives to avoid loss of this data. Any Shared Drives that are not affiliated with an active g.syr.edu account will be removed and the data will not be recoverable.
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 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
Policy Updates
01/03/2023: Changes for SU Faculty and Instructors Storage
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.
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Local IT support should be consulted for more information and assistance in identifying and employing available ITS storage solutions.
01/03/2023: Changes for SU Student (and others) Storage
Beginning January 3, 2023 additional Google Workspace users, including:
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SU/ESF students requiring group-based shared drives, for course related activities, should request project space through their course instructor.
11/01/2023: Changes for SU Staff Storage
Beginning November 1, 2023 SU Staff will have Google Drive (My Drive) storage quotas applied and will not be able to create Shared Drives within Syracuse University's Google Workspace. My Drive storage quota for SU-Staff will be 10 GB per user. Users over the quota will be presented with a warning and be able to view, export, and remove files to bring their My Drive storage consumption under the storage quota. While users exceed the storage quota, they will be prevented from creating, uploading, and modifying files within their My Drive.
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Staff desiring to create and manage group-based shared drives should consult with their IT support for available shared group storage solutions.
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