Information Technology

If you click on the nine dots (often referred to as a waffle) ​in the upper right area of any Google application (Mail, Drive, etc.) you can select Photos in order to see what you have stored there.

If there are photos you wish to save, the only way to do so is to download them onto a device or computer. You can then move them to another storage area, keeping in mind that there will soon be a limit to what can be stored in your LC Google Drive account. We recommend only keeping institutionally or academically related images in your LC account, and moving any personal images to other storage.

If you wish to retain the album structure, the only option is to download each album separately, by clicking into the album, then selecting the three dots in the upper right corner and selecting “download all”.

To download all of your photos without keeping the album structure, you can click on the check mark in the upper left of the first photo, hold down the shift key, then click on the check mark in the upper left of the last photo, then click on the three dots in the upper right corner and select “download all”.

Work files may contain personal identifiable information (PII), FERPA protected information, or important data for Lewis & Clark College that should be kept private. Moving this data to a personal account makes these files vulnerable to data loss or inadvertent sharing of information.

Personal storage limits are 15 GB for Google

We recommend Google Takeout as a service for students when they graduate, not for employees

Videos take up the most storage space, so be sure to review your videos and only retain videos that are necessary for you to complete your work at Lewis & Clark

Contact IT at itservice@lclark.edu if your department needs supplemental video storage or streaming to get below the 15GB per account threshold. The IT department has several solutions in place for video storage and streaming needs

“Tidy up” by category of data - drive photos, videos, docs, email, etc.

Think carefully about what items are of value professionally or bring you joy

Keep in mind the 90/90 principle of data use, which states that 90% of data isn’t used after 90 days

Delete files judiciously and efficiently as part of your digital declutter (i.e using email filters to delete all emails before a certain date with attachments, sorting drive files by size or type for deletion)

Confidential LC data should be backed up to LCFiles, a file storage solution provided by IT in the form of a J:Drive for a department and an H:Drive for individuals

There is a 25 GB per J:Drive storage limit

Unlike Google Drives, files shared on LCFiles are not deleted when a student or employee leaves the college.

Request an H: Drive or J: Drive here by emailing itservice@lclark.edu

Access through Lewis & Clark’s Virtual Private Network (VPN). Instructions here: https://www.lclark.edu/information_technology/client_services/helpsheets/

Only professional or academic photos may be stored on LC’s Google Drive. Personal photos need to be transferred to another location.

No one should store their personal photos on their LC drive, especially students, whose accounts are temporary and tied to their student-status