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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.  

Updates

  • Discontinue providing Google Workspace accounts for alumni on November 1, 2022. This includes departing employees who are also alumni.
  • Introduce storage quotas for faculty, students, and staff that ensure faculty, students, and staff can continue to perform their academic and administrative responsibilities.
  • Provide updated procedures for managing Google Data.
  • Deploy a Data Retention Policy that provides guidelines on the period of time retains Google Data and when the Google data can be disposed. 

Communications

  • Alumni Office page on the Google Workspace Change
  • Instructions for Alumni on managing their Google Accounts change
    • Information for Students

    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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    titleRecent Updates


    Latest Update for Employees
    Anchor
    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. 

    Next Steps

    1.

    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

    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. Use this time to review former employee data and move only the relevant data to a Department Google Shared 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.
    2. 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
    Anchor
    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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    titleCMA Students

    Anchor
    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.