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Introduction

Backstory

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 services for Educational customers with an unlimited number of users and unlimited data storage. Starting in July of 2022, Google will switch switched 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.  

Current Work

  • Suspend Google Workspace accounts for Alumni on November 1, 2022.
  • Provide updated procedures for managing Google Data.
  • Develop and deploy a Data Retention Policy
    • Discovery on best practices for Google storage quotas.

    100 TB of free storage, while charging customers monthly for any additional storage. 

    After removing alumni accounts - over 800 TB of Google storage -- faculty, staff, and students are using 316 TB (316,000 GB) of Google storage. Storage over 100 TB (100,000 GB) will need to be purchased. This is a substantial cost to the university.

    You can help reducing the cost of Google storage by removing personal data and managing your Google storage. 

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    Biola IT will be deploying 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 100 GB storage quota for faculty and staff. This will affect 7.5% of faculty and staff who use more than 100 GB of Google storage and 1.0% of faculty and staff use more than 1000 GB of Google storage. 

    Recent Updates


    Latest Update for Employees
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    Latest Update for Employees
    Latest Update for Employees

    Our goal is to ensure that all faculty and staff have the storage they need to meet their academic and administrative responsibilities. Biola IT will begin enforcing 50 GB quotas in November to manage Google storage used by faculty and staff. You can help reduce the cost of Google storage by removing personal data and managing your Google storage. 

    Remove Personal Data 

    In order to reduce the cost of Google storage, faculty and staff will need to remove Next Steps

    1.

    Remove personal data from

    your Biola Employee Google Workspace Account. See

    employee Google accounts. Follow these instructions on How to Identify and Remove Personal Data from your Biola Employee Google Workspace Account

    Manage 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 folders can take up a significant amount of space in an individual's Google Drive. See these

    2.

    Remove former employee data from supervisors’ Google Drives. Follow instructions on How to Move Former Employee Google Data to a Department Google Shared Drive

    Request

    . Use this time to review former employee data and move only the relevant data to a Department Google Shared

    DrivesBy request Biola IT will provide Department Google Shared Drives as a solution to store and share files for departments and teams

    Drive.

    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.

    1. 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.
    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.
    1. 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.

    Latest Update for Students
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    Latest Update for Students
    Latest Update for Students

    Our goal is to ensure that students have the storage they need to complete their academic work. Biola IT will begin enforcing 50 GB quotas in November to manage Google storage used by students. You can help reduce the cost of Google storage by removing personal data and managing your Google storage. 

    Next Steps

    1.

    Remove files personal music, pictures, videos, and large files from Google that are not in support of your academic program.

    2.

    If your Academic program requires more than 50 GB please contact us by completing this form to request more storage

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    CMA Students
    CMA Students
    Help us preserve the history of CMA projects. If you have any CMA digital assets, (i.e. Biola produced films, stills, audio, games, or other projects made with the use of Biola equipment), please contact the CMA Production Coordinator Matthew Hawksworth so that we can arrange its preservation.