Google has limited the amount of data higher education institutions may store in Google Drive, a change from the unlimited storage model previously provided to MSU. This is forcing us to drastically reduce our Drive storage footprint.
Storage limits will be set to provide equitable storage for all MSU-affiliated users and ensure compliance with the new Google Drive storage model. The university will also reduce overall data usage by reclaiming storage space utilized by inactive accounts.
This Google Drive Storage Project page provides project timelines, defines new storage quotas, frequently asked questions, links to alternative storage solutions, and important resources to help users migrate data if necessary.
Storage Changes Coming to MSU Google Drive:
- My Drive — Active MSU Google accounts associated with faculty, staff, and students will be restricted to 15GB of allocated space in Google Drive.
- Shared drive — Owners of shared drive spaces must reduce storage to 25GB. Shared drive creation will be limited to Faculty and Staff only. New requests will need to be submitted through our request portal.
- Inactive user accounts are individuals no longer affiliated with MSU and will be removed from the MSU Google Workspace. This means data linked to inactive accounts will also be removed.
Google Storage Project Key Dates:
- June 1, 2024 — Google accounts associated with individuals no longer affiliated with the university were frozen.
- June 1, 2025 —Google accounts associated with individuals no longer affiliated with the university will be removed along with the associated data stored in Drive.
- November 1, 2024 — Storage limits implemented.
- 15GB per individual Google Drive (My Drive)
- 25GB per Google Shared Drives
- Individuals’ ability to create Google Shared drives was disabled May 20, 2024. Any new requests require submitting a request form.
- 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.
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 (Google announcement).
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 My Drive and Shared drive?
If your current storage is less than 15GB, this does not impact you. If you have more than 15GB, you must clean up unused files or migrate them to another MSU storage solution, like Spartan OneDrive.
If you are the owner of a Shared drive that is currently hosting more than 25GB you will need to work with your collaborators to reduce your Shared drive storage.
What if I have MORE than 15GB of storage in My Drive?
You will not lose any files but cannot add more until your storage drops below the 15GB limit. Please work to transfer all data over 15GB to an alternative storage option, such as Spartan OneDrive.
What if I have LESS than 15GB of existing storage in My Drive?
You will not notice a change. You may add/remove files until you reach the 15GB limit. Consider transferring your files to OneDrive to avoid reaching the 15GB limit in the future.
What if I need an alternative solution to OneDrive or have more than 5TB?
While OneDrive is the primary option supported by MSU IT, our team may be able to help you find alternative storage options depending on your needs. If you have questions or need assistance reducing or migrating your data, fill out this request form for additional support.
What if I am sharing data with faculty, staff or students no longer affiliated with MSU?
It is best practice to manage how your data is shared with collaborators. If they have left the university, they should be removed from accessing your data. If the data is owned by someone else and is still needed, you should make a copy of the file and take over ownership.
How does Google’s limit on data impact Google Shared Drives?
- Google is implementing a storage cap on Google Shared Drives.
- Effective November 1, 2024, MSU Google Shared Drives will be capped at 25GB.
- New MSU Google Share Drives can be created only by submitting a request form
Will this change impact other Google services?
No, other Google services available through your MSU account will not change at this time.
How can I see how much storage I use in my Google My Drive?
- Sign in to your Google Drive with your MSU NetID via a web browser.
- Find “Storage” toward the lower left corner of the page.
- You will see a summary of the disk space you currently use, as shown below.
How can I see how much storage is currently used in a Google Shared Drive?
- Sign in to your Google Shared Drive with your MSU NetID via a web browser.
- Open your Shared Drive and view Details in the content manager.
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 can access 5TB 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 who need an alternative solution to OneDrive should consult with IT by filling out this request form
for additional support.
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
Is there an exception process to this change?
Unfortunately, Google’s new policy requirements do not allow exceptions. Google Shared drives offer more storage and are preferred for project data management with a max storage of 25GB.
What do I do if I have questions or need help?
Please fill out this request form for additional support.
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