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Due to changes in Google's approach to digital data storage associated with education subscriptions, it has become necessary for ISU to implement updated data storage limits. Specifically, Google will no longer provide unlimited data storage as part of their education service agreements without universities incurring substantial costs. Meaning, our costs will continue to rise as our storage usage increases.
To determine the best approach for adapting ISU’s data storage procedures, current University storage consumption data was examined across all units. Then various storage limits were modeled to identify the limits that best align with ISU’s needs, while also considering the impact on our budget.
As a result, every Google account at ISU will be subject to new data limits for electronic storage space. This includes Gmail, Google Photos, and Google Drive, along with some Google Workspace applications. The new Google storage limits will vary depending on your role at ISU. Every account holder or manager will need to consider options for transferring or deleting files if they are over their data limit. Resources such as IT support, information forums, and ISU’s Google Storage Limits webpage are available to assist with this process.
Data Limits Based on Role
- Faculty (including Emeritus): 50 GB
- Adjunct Faculty: 30 GB
- Affiliate Faculty, Staff, and Temporary Employees: 20 GB
- Student: 10 GB
- Alumni (not employees) and Retirees: 5 GB (email only)
- Department: 20 GB
- Shared Drives: 20 GB
- Existing Service/Club Accounts: 10 GB
If you have multiple roles, the higher limit applies.
Your Current Storage Usage
To see your personal storage usage, click this link and log in to your ISU Google Account.
Transition Timeline
April 15 - Google Photos disabled
Google photos uses a large amount of ISU's total storage with Google. After April 15th, you will be unable to access anything stored in ISU Google Photos, and the remaining photos will be purged. Even if you don’t actively use Google Photos, your personal device may be automatically syncing with Google and uploading images and videos from your phone. You can follow these instructions to disable the synching process.
May 1 - All Google accounts below storage limits
If the amount of stored data in your ISU account exceeds your limit, plan to reduce your stored data by May 1. If you are still over your limit after May 1, you will only be able to move or delete files. You will be blocked from saving anything to Google Drive until your account is under that limit. Reminders will be sent via Idaho State Today and ROAR Weekly, and instructions and details can be found on the Google Storage Limits webpage.
Data Retention Guidance
If you have questions about the rules for retaining official documents and correspondence, please visit the following web site for more information.
Managing Files and Storage Limits
To learn more about managing files to reduce or maintain storage limits, visit the Google Storage Limits webpage. Here you’ll learn how to manage personal files, old files, work files, photos, Gmail, and attachments, along with finding answers to frequently asked questions.
Information Forums
Many questions may arise about the new storage limits and the process for managing files. To assist, the following information forum has been scheduled.
Google Storage Limits Forum
February 21
Time: 3-4 pm
Zoom link
Passcode: 017709
Additional forums will be scheduled as needed. Presentations can also be scheduled for departments by contacting Marjanna Hulet.
Contact for Assistance
If you have questions that are not answered by the Google Storage Limits webpage, you can contact the IT Help Desk at [email protected] or (208) 282-4357.
Digital Storage Task Force
To better understand and plan for future data storage needs, ITS will begin a Digital Storage Task Force. This team will be composed of faculty, staff, and student representatives who will develop long-term recommendations that proactively manage data storage.
We understand that this will be a challenging transition. Please use the available resources to assist you with this process. We appreciate your understanding as we work through this change.
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