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Introduction
Google announced significant changes to Google Workspace for Education which affects Biola’s use of Google storage and the Google services. Historically, Google provided the free service for Educational customers with an unlimited number of users and unlimited data storage. Starting July 2022, Google will switch Educational customers from free unlimited storage to a storage limit of 100 TB. The first 100 TB are free, the rest we need to pay for.
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Recent Updates
- Biola IT will Suspend Google Workspace accounts for Alumni on November 1, 2022
- To see how much space you are using on your Google account go to: drive.google.com/
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Latest Update
Biola IT will
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begin enforcing quotas in November to manage Google storage used by faculty, staff, and students. Quotas will be allocated to meet academic and administrative responsibilities. There will be a 50 GB storage quota for faculty, staff, and stu
You can help reduce the cost of Google storage by removing personal data and managing your Google storage. Please review the following steps.
Next Steps
Our goal is to ensure that all faculty and staff have the storage they need to complete their work and to control the cost of Google storage.
Steps you need to take:
- Remove personal data from employee Google accounts. Follow these instructions on How to Identify and Remove Personal Data from your Biola Employee Google Workspace Account
- Remove former employee data from supervisors’ Google Drives. Follow instructions on How to Move Former Employee Google Data to a Department Google Shared Drive. Use this time to review former employee data and move only the relevant data to a Department Google Shared Drive.
- Work with IT to get the storage you need. Most faculty and staff can continue using Google Drive without interruption, since they are under the 50 GB quota. IT can work with you if you need additional storage or want a better solution for collaborating with coworkers.
#1 -
Remove Personal Data from your Biola Employee Google Workspace Account,
#2 - Remove Former Employee Google Data
Before July 2022, Biola IT transferred departing employees' Google Drive data to a supervisor or a designated employee's "My Drive". These transferred folders can take up a significant amount of space in an individual's Google Drive.
IT created instructions on how to review former employee data and move only the relevant former employee data to a Department Google Shared Drive. See these instructions on How to Move Former Employee Google Data to a Department Google Shared Drive.
Use this opportunity to audit the data in the former employee’s Google Drive folder before copying it over.
#3 - Work with IT to get the storage you need
Most faculty and staff can continue using Google Drive without interruption, since they are under the 50 GB quota. IT can work with you if you need additional storage or want a better solution for collaborating with coworkers.
Two options to consider:
- Use a Google Shared Drive. Department Google Shared Drives can be used to consolidate department and team information in a single location and store and share files. To request a Department Google Shared Drive complete the Department Google Shared Drive Request Form.
Request Additional Storage: Biola IT recognizes that there are cases where a faculty or staff has the need to store a large amount of data. Complete this form to request additional storage.
Biola IT will be deploying quotas in November to manage Google storage used by faculty, staff, and students.
You can help by reducing and managing your Google storage. See these instructions from Google on how to manage your Google storage. To see how much space you are using on your Google account go to google.com/settings/storage.
Remove Personal Data
Remove Personal Data, see these instructions on How to Identify and Remove Personal Data from your Biola Employee Google Workspace Account.
Manage Former Employee Google Data
Transfer Former Employee Google Data to a Department Google Shared Drive. Copy only the data that is relevant and needed to the Department Google Shared Drive. See these instructions on How to Move Former Employee Google Data to a Department Google Shared Drive.
Request a Department Google Shared Drives
By request Biola IT will provide Department Google Shared Drives as a solution to store and share files for departments and teams. To request a Department Google Shared Drive complete the Department Google Shared Drive Request Form.
The process of moving and consolidating data from individual employee accounts and from former employee accounts to a Department Google Shared Drive will help reduce Biola’s overall storage usage.
Request a Non-Google Data Storage Solution
Biola IT recognizes that there are cases where a faculty, staff member, or department has the need to store and share a large amount of data. [add a note on how to request this]
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