Reshaping the UW–‍Madison Google Workspace Service

• June 1, 2023: We will implement a 25GB default quota for newly created accounts and all accounts currently using less than 25GB.
• June 1, 2023 to May 31, 2024: 
  • MyDrive accounts using 25GB or more will receive a temporary quota and enter into a grace period until May 31, 2024. During this time, you will need to either reduce your storage below 25 GB or work through the exception process.
  • An exception process for additional storage will be offered beginning June 1, 2023.
  • Account owners exceeding default quotas will be contacted with additional guidance after June 1, 2023.
  • Learn how to view your storage usage and manage your content.
• June 2024: All accounts must reduce their storage below their quota.  Deadline to request a quota exception is May 31, 2024.
• July 1, 2024: Google will begin enforcing the service-wide storage cap. Most accounts will be subject to the 25GB default quota.

Note:

• Data shows over 97% of users have less than 25GB of data and will not be impacted by this change.
• If you reach your storage quota, your account will be “read only.” You will not be able to add or edit files until data is deleted or moved out of MyDrive. You may request additional storage through the exception process. 
• Most MyDrive accounts must be kept below 25GB to stay within our overall storage cap. However, based on an analysis of our current account storage distribution we believe we can support a small number of accounts with up to 500GB quotas.

• June 1, 2023: A 25GB default quota will be implemented for newly created accounts and all accounts currently using less than 25GB.
• June 1, 2023 to May 31, 2024: 
  • We will assign a temporary quota to shared drive accounts using 25GB or more. These accounts will enter into a grace period until May 31, 2024. During this time, you need to either reduce your storage below 25 GB or follow the exception process.
  • We will offer an exception process for additional storage beginning June 1, 2023.
  • We’ll contact account owners exceeding default quotas with additional guidance after June 1, 2023.
  • Learn how to view your storage usage and manage your content.
• June 2024:  All accounts must reduce their storage below their quota. Deadline to request a quota exception is May 31, 2024.
• July 1, 2024: Google will begin enforcing the service-wide storage cap. Most Shared drives will be subject to the 25GB storage limit.

Note:

• If you reach your storage quota, your account will be “read only.” You will not be able to add or edit files until data is deleted or moved out of the Shared drive. You may request additional storage through the exception process.
• We require most Shared drive accounts to stay below 25GB so we remain within our overall storage cap. However, based on an analysis of our current account storage distribution, we believe we can support a small number of accounts with up to 500GB quotas.
• After spring 2024: We may delete Shared drives without at least one UW–‍Madison member in the “manager” role, unless a UW–‍Madison member is elevated to “manager.”
• Prior to deletion, a 0GB quota will be applied to the Shared drive and files will remain read-only for 180 days. Once deleted, data can be recovered for 25 days.

• June 1, 2023: 
  • We will continue to provision newly created service accounts in Google Workspace but they will no longer be allotted storage in MyDrive and will receive a 0GB storage quota.
  • We’ll grant a temporary exception through May 31, 2024 to service accounts currently using more than 0GB.
  • You must remove all data from service accounts by May 31, 2024.
  • We’ll contact account owners who exceed the default 0GB quota with additional guidance after June 1, 2023.
• June 1, 2024: We will assign a 0 GB storage quota to service accounts.

Note:

• Service accounts using MyDrive to store shared/departmental data that needs to persist beyond a person’s affiliation with the university should consider using a Google Workspace Shared drive as an alternative.
• Reducing service account access to Google MyDrive minimizes the university’s risk of violating the vendor’s terms of service and acceptable use policy, as well as the risk of malicious actors compromising service accounts due to lack of multi-factor authentication.

TBA

TBA

On June 1, 2024, service accounts that still have files in My Drive will enter a gradual transition phase that will lead to data deletion. Affected service accounts will start receiving targeted communication in late May. This process will move the service account into alignment with Google’s Acceptable Use Policy and Terms of Service. Below are the dates for the transition phase.

• June 1: The account’s My Drive will be assigned a 0 GB quota and will become read-only. Users can still move or delete files, but they will not be able to edit or add new files.
• July 1: The service account will be suspended and users won’t be able to log in to the account. The owner will not have access to files but collaborators will.
• Starting August 1: The service account will remain suspended. Owners and collaborators will not have access to the files/data. Files/data will be moved to the trash folder.