Project Details
Higher education institutions, including Texas A&M University, no longer have access to unlimited, free storage in Google.
The Facts
Google announced significant changes to its Google Workspace for Education service. Unlimited and free storage is no longer available and Texas A&M University is working to optimize utilization to ensure all students and employees can continue to work efficiently without interruption, with sustainable data storage options.
The Google Storage Sustainability Project team has gathered real-time data related to current usage to forecast the anticipated storage space needed for the university. This, coupled with input from university leadership, advisory groups and other stakeholders, has helped strategically prepare a phased approach as Texas A&M transitions to a new service model.
The Plan
Google Workspace, including Google My Drives and Shared Drives, are heavily used by students, faculty, researchers and staff. Technology Services partnered with faculty, staff, researchers and students to develop a plan that ensures storage policies are aligned with the new storage paradigm with minimal impact to the university.
The plan includes:
- Purchasing an additional 1 PB of storage to cover shared drive usage.
- Setting quotas on My Drive to align with Google's new storage model. The quota covers files in My Drive, Google Photos, and Gmail. Quotas for existing accounts are based on current usage plus a significant buffer for growth.
- Setting Quotas on Shared Drives. New Shared Drives will have a 25GB limit. Quotas for existing Shared Drives are based on current usage plus a significant buffer for growth.
- Shared Drives must have two "managers" and a data classification on record.
- Shared Drives will go through an annual verification process to remediate old or unnecessary document storage.
- Employees and units are able to purchase additional storage. Details below.
No need to move your data!
All plans were made to minimize disruption in teaching, learning or research and to minimize the need for campus members to move any data from Google.
The Timeline
Winter 2023
Research, planning and campus stakeholder conversations and feedback
March 2024
Finalized recommendations based on stakeholder feedback
April 2024
Communicate final recommendations to stakeholder communities
April 2024
Campus communications begin, google.tamu.edu web site is updated
May 2024
Google My Drive and Shared Drive quotas took effect on May 18, 2024
August 2024
Additional Google licenses and storage purchased
Fall 2024
Google Shared Drive attestation begins. Storage management processes and tools roll out
The Details
My Drive Management
Data in a Google My Drive is tied to the individual and is deleted when they leave the university.
My Drive Quotas
New My Drive accounts: Quotas are not expandable.
- Undergraduate students and staff receive 25 GB of storage.
- Graduate students and faculty receive 100 GB of storage.
Existing My Drive accounts: Quotas are not expandable.
- Undergraduate students and staff will receive a minimum of 25 GB. If their current use is higher, they will be given a quota based on their current use with a significant buffer to accommodate additional growth.
- Graduate students and faculty will receive a minimum of 100 GB. If their current use is higher, they will be given a quota based on their current use with a significant buffer to accommodate additional growth.
Most (95%) My Drive users will not be impacted by this change because they currently use 25GB or less storage.
What Happens if I Exceed My Quota?
If an account exceeds its quota, no data will be deleted. However, you will be unable to add or edit files until data is removed to bring the storage utilization below the quota. The ability to send and receive email from Texas A&M Gmail accounts will not be impacted even if storage quotas are exceeded.
Shared Drive Management
Data in Shared Drives is tied to the university and is not deleted when someone graduates or leaves the university.
Shared Drive Quotas
- New Shared Drives will be given a 25 GB quota.
- Existing Shared Drives will be given a quota based on their current size with a significant buffer to accommodate additional growth.
Shared Drive Management (coming Fall 2024)
- Shared Drives must have two "drive managers" and a data classification on record.
- Shared Drives will go through an annual verification process to remediate old or unnecessary document storage.
- University units may expand the quota of an existing Google Shared Drive by purchasing a higher storage quota. Quotas are available in several tiers for a one-year term:
- 1 TB Quota Tier - $150
- 2 TB Quota Tier - $300
- 5 TB Quota Tier - $750
- 10 TB Quota Tier - $1500
Technology Services recognizes the value and importance of these platforms, and uninterrupted access to My Drive, Shared Drives and the other Google and Microsoft apps Texas A&M supplies for collaboration will remain in place. All plans were made to avoid any disruption in teaching, learning or research, and to minimize the need for university members to move any data from Google. Technology Services recognizes the approach must be flexible and is committed to finding the right solution for the university community.
Most Shared Drives will not be impacted by this change, as they currently use 25BG or less storage.