Information Technology

Starting July 2022 schools will be given a limited amount of pooled storage (100 TB) to be shared shared among all users and across all Google Applications, including Drive, Mail, and Photos. Below is information about IT’s current, future, and completed plans to reduce and maintain a sustainable level of Google digital storage.

Future:

• Provide ongoing training, helpsheets, and communication about effective data storage practices
• Shared Drives for Departments/Committees/Research
• Procedures for purchasing additional storage where appropriate

Completed:

• Begin process to delete suspended former student accounts on July 1 with helpsheets to avoid data loss with the deletion of these accounts.
• Remind the community of the upcoming account deletions and provide drop-in support.
• Meetings with top 25 storage users to assess needs and recommend alternative storage solutions
• Begin process of deleting suspended former employee accounts (June 1). Shared documents will be retained for one year to prevent data loss.
• Notify the community and Google Photos users of the decision to turn off the Google Photos service on July 1 with helpsheets on how to save/download photos.
• Make an informed decision on the continued availability of the Google Photos app.
• Meetings with video super-users to assess needs and recommend alternative storage and streaming solutions
• Roll out a Spring Cleaning Campaign to help users review and remove unnecessary files in Gmail and Drive along with help sheets and videos and a contest to reduce storage
• Analysis of current storage usage with reporting tools
• Information and Introductory email about changes coming in Google to employees and students