Google Drive storage project

Posted by

Last revised 1/19/2023

Google has imposed a limit on the amount of data higher education institutions may store in Google Drive, a change from the unlimited storage model MSU was previously provided. MSU has proactively secured an agreement with Google to temporarily continue using the amount of storage currently in use.

This plan is not sustainable, so MSU IT has formed a project team to explore the future of the university’s Google Drive storage model. Find answers to frequently asked questions on this page, which will be updated as this project progresses.

Important information to keep in mind:

  • This project is only related to Google Drive storage; there are currently no plans for MSU to stop using Google Drive or Google Workspace applications.
  • The team will be creating a stakeholder advisory group in partnership with the university community to understand the unique storage needs across campus and develop a long-term plan for storage. 
  • MSU IT is dedicated to providing future updates and assistance as this project progresses.

Frequently asked questions

Who is responsible for the decision to remove MSU’s unlimited Google Drive storage capability?

Google has decided to make this change to higher education enterprise accounts, such as MSU, that once had unlimited storage.

What is Google Drive? 

Google Drive is one of the core applications in the Google Workspace. Google Drive consists of My Drive, your location for personal storage, and Shared Drives, directories for team collaboration without individual ownership. 

What is the difference between ‘My Drive’ and ‘Shared Drives’? 

My Drive is your individual user space for storage. Shared Drives are special folders that teams can use to store, search, and access files with collaborators. Even though Google Shared Drives have managers and content managers, the files belong to the team instead of an individual owner. As members leave, the files stay in the Shared Drives so the team can keep sharing information. 

How does Google’s limit on data impact Google Shared Drives?

  • Google is implementing a storage cap on Google Shared Drives.
  • Effective Jan. 23, MSU Google Shared Drives will be capped at 125GB.
  • MSU IT is temporarily raising the storage quota for approx. 80 MSU Google Shared Drives currently above the new cap.
  • MSU IT will notify the content managers (owners) of these shared drives on Jan. 20.
  • There should not be any interruption to the Google Shared Drive experience.
  • New MSU Google Share Drives created after Jan. 23, 2023, will be capped at 125GB of storage
  • At this time, this storage cap is currently only impacting Google Shared Drives, not individual MSU user ‘My Drive’ directories.

Will other Google services be impacted by this change?

No, other Google services available through your MSU account will not change at this time.

How can I see how much storage I currently use in my Google My Drive?

  1. Sign in to your Google Drive with your MSU NetID via a web browser.
  2. Find “Storage” toward the lower left corner of the page.
  3. You will see a summary of the disk space you are currently using as shown below.
Total storage used can be located under the "Storage" tab

How can I see how much storage is currently used in a Google Shared Drive? 

  1. Sign in to your Google Shared Drive with your MSU NetID via a web browser. 
  2. Open your Shared Drive and view Details in the content manager. 
Select the "Details" tab and then the information option that appears as a circle with a lowercase i inside it.

What alternative storage options are available?

  • Microsoft OneDrive is the best alternative for most Spartans and file types. All current students, faculty, staff, researchers, and educators have access to 5 terabytes (TB) of Microsoft OneDrive storage at no cost.
  • The best alternative storage solution for videos is Kaltura MediaSpace or O365 Stream. Users who require significant amounts of data storage or users that need an alternative solution to OneDrive should consult with IT via GoogleStorage@msu.edu for a consultation.

How do I move my files from Google Drive to Microsoft OneDrive?

Follow the how-to instructions here.

Can I move my MSU Google Drive data to a new or personal Google Drive account?

  • MSU data may only be moved to an MSU-supported solution.
  • Only personal data may be moved to a new or personal Google Drive account.
  • It is important that proprietary or sensitive MSU data is stored in the appropriate place and that all Spartans adhere to the MSU Institutional Data Policy.

Does this change impact my personal Google Drive account?

No, personal Gmail/Google Drive accounts are unaffected by this change.

Which file types typically occupy the most data storage?

  • Video and image files
  • Research data

What do I do if I have questions or need help?

Please contact your local IT support or MSU IT Service Desk at 517-432-6200.

Read more:

MSU Institutional Data Policy

How your Google Storage works

Share: