Why is Google making these changes?

Google announced that it would be making significant changes to the amount of storage available to the universities and schools on the Google Workspace for Education plan, which includes Miami. These changes include Google’s elimination of unlimited storage with certain services (i.e., Drive, Gmail, and Photo storage).

Previously, Google provided unlimited storage for all user accounts in Miami’s Google domain. With the changes that Google is making, along with substantial cost, Miami must be conscientious of the amount of storage we use.

To accommodate Google's new policies, Miami users will be given a set amount of storage space within our Miami domain, depending on their role within the University.

How much storage am I using?

You may find how much storage you are using here: https://drive.google.com/settings/storage.

How can I find large files in My Drive?

Review your storage quota and see which files are taking the most space here: https://drive.google.com/drive/quota.

We recommend that as you clean up your My Drive, please empty the Trash, as this will fully delete the files.

What counts as Google storage?

The quota applies to Miami Email, Google Drive, and Google Photos. That includes:

• Files that have been uploaded to your Google Drive
• Any file in your Google Drive created with a Google app, including but not limited to Docs, Sheets, and Slides
• Email in your Gmail inbox (including attachments)
• Google Photos

What happens if I go over my quota?

If you exceed your quota, you will lose the ability to edit or create new files. You will retain the ability to view your files. You must be under your quota by the end of the Spring 2024 semester.

Miami will not delete your data for you.

Am I impacted by the change?

The good news is: Very few people will be impacted by the new storage limitations, and these folks will be contacted individually. Please view the Storage Quotas page for more information about how much storage you have been allotted based on your primary role at Miami.

I am an alum of Miami. How will I be affected?

Lifetime Email will be discontinued as a result of the new limitations being placed on us by Google. This includes Google Drive and Photos. Please see the Alumni Association information site for more information. Please note: Retirees and emeriti will continue to have access to Google Storage from Miami.

My department/student organization has an Entity account. Will that be impacted?

Yes, current Entity accounts will also have a quota. Please see the Storage Quotas page for details. Future Entity accounts will need to request and get approval to use Google Drive and Google Photos.

Where can I find information about Miami University's records retention policy?

Find more information about records retention policies and practices at the website for the General Counsel.

What should I do now?

Based on your primary role at Miami, you have been assigned a storage quota for your My Drive in Google. This means that you have a finite amount of space for Miami-related documents.

Per the Responsible Use of University Computing Resources policy, it is highly recommended that you remove any personal documents from your Miami-affiliated Google Drive. The storage of personal documents violates this policy.

How do I move my personal data from my Miami account to a personal account?

We have provided some information about how to move your personal data out of Miami’s Google account and to your personal account.

• Google Workspace / Guide: Download data from your Miami account using Google Takeout (including Photos)
  
  • Google Workspace / Guide: Download data from your Miami account in your browser
• Google Workspace / Guide: Transfer the data in your Miami account to a personal account

What about files that have been shared with me?

If desired, you will need to download files that have been shared with you separate of the Google Takeout utility. Please refer to this article for instructions: 

• Guide / Download Google Workspace data from your Miami account in your browser

What can I use instead of Google Drive?

Google storage is ideal for collaborative work such as active project work, ongoing (Miami-related) business file storage, and school work. Personal business ventures and other personal use are not appropriate for your Miami Google account.

Other options for Miami-related storage include:

• Using departmental space on the Windows File Servers
• Requesting storage on Miami's NetApp server
• Storing archival data on encrypted external storage devices

Long-term storage of documents can be accomplished by storing files in your department’s Windows File Server share (G: drive).

If extremely large quantities of archived data needs to be retained, other options may be explored by contacting your local IT support personnel or IT Help.

How are Shared Drives impacted?

Shared Drives are also considered part of our Google storage allotment, and thus will also be limited. Shared Drives will be limited to 100GB when they are created. Storage quota can be increased upon request. The process for requesting an increase in storage will be communicated when it is finalized.

The Shared Drive service will be limited to faculty and staff only.