UD Google Storage Limits

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To effectively manage UD’s usage of the storage space allotted by our contract with Google, we are implementing storage limits based on populations of users. In determining these limits, we considered the educational, research, and business needs of the institution. The table below defines each population and its corresponding limits.

Storage Limits

For many individuals, storage limits are already in place and were determined by your affiliation and current storage usage. Those who are above the maximum allowable limit will receive communications from UD Information Technologies about enforcement timelines and next steps for storage reduction and management.

If you have multiple UD affiliations, your storage limit will be determined by the affiliation with the highest associated limit. For example, if you are a retired employee (limit of 50 GB) and are also a UD alumnus (limit 15 GB), your limit is determined by your retired employee status.

Population

Service

Default Limit

Increased Limit

Maximum Limit

Paid Option

Active
students
(excluding PCS 
students)

My Drive

50 GB

100 GB

500 GB

Not available

Shared Drive

50 GB

100 GB

500 GB

Not available

Active staff

My Drive

50 GB

100 GB

500 GB

Not available

Shared Drive

50 GB

100 GB

500 GB

~$150/TB per year

Active
faculty

My Drive

50 GB

100 GB

500 GB

Not available

Shared Drive

50 GB

100 GB

500 GB

~$150/TB per year

Professors
Emeritus

My Drive

50 GB

100 GB

500 GB

Not available

Shared Drive

50 GB

100 GB

500 GB

~$150/TB per year

Retired
faculty/staff

My Drive

50 GB

*100 GB only if sponsored by an active Principal Investigator, Dean, VP, or HR. 

Not available

Not available

Shared Drive

N/A, cannot ‘own’ or create a shared drive

Not available

Not available

Not available

Alumni

My Drive

15 GB

Not available

Not available

Not available

Shared Drive

N/A, cannot ‘own’ or create a shared drive

Not available

Not available

Not available

Note: If you have not paid for increased storage space and have multiple shared drives, the cumulative total storage amount used in your Shared Drives must remain under 500 GB.

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How to increase your limit

Those who have increased limits or maximum limits per their affiliation listed above for My Drive or Shared Drive must meet the following requirements prior to requesting the next highest limit:

  1. Use 75% of their current storage capacity. 
    1. To increase from 50 GB to 100 GB, you must be currently using more than 37.5 GB.
    2. To increase from 100 GB to 500 GB, you must be currently using more than 75 GB.
    3. You will need to provide a purpose code for payment in order to increase a Shared Drive above 500 GB.
  2. Submit a legitimate business justification.
  3. Accept the service’s best practice terms: 
    1. The storage space will not be used for for backing up data.
    2. The storage space will only be used for or storing UD business or UD course-related files.
  4. *For certain populations, requesting an increase to their maximum allowed 100 GB limit must also be submitted and sponsored by an active Principal Investigator, Dean, VP, or HR.

Submit a request to increase your shared storage limit. Coming in 2025: For applicable populations, a payment option will be available to purchase shared storage in excess of 500 GB. Requests can be made in advance via this form. A valid purpose code is required for each request.

Increase Google/M365 Limit service page

Enforcement Timeline of Google Storage Limits

If you are using more than the maximum allowed limit for your affiliation, you will be required to reduce your storage limit (or submit payment information, if applicable) per the timeline below. You will receive communications from UD Information Technologies about enforcement timelines and next steps for storage reduction and management.

Need help now? Submit a request.

Affiliation

Action Taken

Timeline

 

Current Alumni 

Alumni will no longer be able to create new Shared Drives.

March 11, 2024

Accounts with over 15 GB will be set to read-only status. 

March 11, 2024

If storage reduction target has not been met, user will lose access to their account.*

May 6, 2024

 

Current Retirees
*does not include emeritus faculty

Retirees will no longer be able to create new Shared Drives.

March 11, 2024

Accounts with over 50 GB will be set to read-only status. These accounts will no longer be able to create new shared drives.

March 11, 2024

If storage reduction target has not been met, user will lose access to their account.*

May 6, 2024

Active Staff Accounts with over 500GB will be set to read-only status. June 3, 2024
Steps to be taken if storage reduction target has not been met or payment for additional storage has not been submitted will depend on decisions from UDIT leadership. Starting July 1, 2024

Active and Emeritus

Faculty

Accounts with over 500 GB will be set to read-only status.

June 3, 2024 

Steps to be taken if storage reduction target has not been met or payment for additional storage has not been submitted will depend on decisions from UDIT leadership.

Starting July 1, 2024

Active Students

Accounts with over 500 GB will be set to read-only status.

June 3, 2024 

Steps to be taken if storage reduction target has not been met or payment for additional storage has not been submitted will depend on decisions from UDIT leadership.

Starting July 1, 2024

Shared Drives

Shared Drives with over 500 GB will be set to read-only status.

November 12, 2024

Steps to be taken if storage reduction target has not been met or payment for additional storage has not been submitted will depend on decisions from UDIT leadership.

January 14, 2025

*Accounts set for "no access" will be permanently removed after a period of time.

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Understanding read-only accounts

For more information on what to expect if your Google Workspace account or Shared Drive is set to read-only due to non-compliance, see the Monitoring your Google Storage knowledge article.

 
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Related Services / Offerings (1)

Active students, faculty and staff and in some cases eligible former staff may request storage increases for some Google and M365 services.

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