UW–Madison provides faculty, staff and students with Google Workspace, a collection of cloud-based tools including Google Drive, Google Docs, Google Sheets, and more. Google Workspace lets you store and access files needed for active collaboration. We are reshaping the UW–Madison Google workspace service.
What prompted this project?
In early 2021, Google introduced a new license and storage model, eliminating free, unlimited storage. The new model provides UW–Madison with a baseline of 100 terabytes of pooled storage, with the option to gain additional storage through various paid license upgrades. We are still analyzing license options and the impact they may have on UW–Madison’s overall storage cap. Google will enforce our storage cap on July 1, 2024.
What is changing?
During this multi-year project, we will reshape the Google Workspace service to comply with Google’s new storage policy requirements. Google Workspace is most valuable when used as a real-time, collaboration and sharing tool. UW–Madison Google Workspace Terms of Use prohibit the use of Google Drive for backups or archival storage.
The project team is collaborating with campus partners and peer institutions to evaluate Google Drive storage quotas and eligibility for all available applications within the Google Workspace service. It is important to note that not all impacts have been identified. Project deliverables may change as we research our options or receive new information from Google.
Project updates and contacts
If you prefer to receive project updates in your inbox, please subscribe to our Google Group. If you have questions or feedback, please contact the Reshaping the Google Workspace Project team.
Overview of changes
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MyDrive accounts
- 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:
- 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.
Shared drive accounts
- 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:
- Shared drive 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 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.
- Most Shared drive 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.
- After spring 2024: Shared drives without at least one UW–Madison member in the “manager” role may be subject to deletion, 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.
Service accounts
- June 1, 2023:
- Newly created service accounts will continue to be provisioned in Google Workspace but will no longer be allotted storage in MyDrive and will receive a 0GB storage quota.
- Service accounts currently using more than 0GB will receive a temporary quota exception through May 31, 2024.
- Deadline to remove all data from service accounts is May 31, 2024.
- Account owners exceeding the default 0GB quota will be contacted with additional guidance after June 1, 2023.
- June 1, 2024: All service accounts will be assigned 0GB storage quota.
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.
What happens on June 1, 2024?
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MyDrive accounts
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.
Shared drive accounts
TBA
Service accounts
TBA
Office hours
All scheduled office hour sessions have concluded.
Project updates
List of articles
Reshaping the Google Workspace service: office hours
Next session: Apr 9, 11am via Zoom. Have questions about managing storage in your Google My Drive or shared drive? Stop by office hours to talk with the project team.
March 19, 2024Have questions about reducing your Google Drive storage? We can help!
Get the answers to 3 of our most frequently asked questions. Over the quota and still need to reduce your storage? See our linked resources for guidance on moving or deleting data.
December 5, 2023Reshaping the Google Workspace service roadmap
Get the latest on changes to My Drive, shared drives and service accounts.
October 3, 2023Should you use Google My Drive or shared drive? 5 things to consider
For some of us, losing data is our worst nightmare. Good news: Shared drives preserve your files. Check out 4 additional features that make shared drives an ideal option for collaborative work.
August 14, 2023Google Workspace project page helps you stay up to date on changes
Changes to Google Workspace are underway. The project page is your go-to spot for details on what to expect—offering helpful links and updates to keep you in the loop.
August 9, 2023- More Google Updates posts
Project timeline
High-level milestones
Mar 2023: Google Workspace announcement
Introduce multi-year project. Announce end of unlimited storage and storage quota plan. Sent through communication channels.
Mar-Jun 2023: Quota and storage cap awareness campaign
Jun 2023: Quotas and exception storage caps are implemented
Jun 2024: Meet 80% of the storage cap
Our goal is to be at 20% below our total storage capacity come June 2024. Having a 20% buffer provides some room for storage to grow while ensuring we're still under our overall storage cap.
Jul 2024: Google Workspace storage cap begins
Feedback & documentation
Share your thoughts
Your ideas about Google Workspace matter to us.
Email the project team at
google-workspace-project-feedback@g-groups.wisc.edu