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Reshaping the UW–‍Madison Google Workspace Service

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 files and data. Moreover, it provides access to files needed for active collaboration. Now, let’s delve into the details of this project.

What prompted this project?

In early 2021, Google introduced a new license and storage model, eliminating free, unlimited storage. Under the new model, UW–‍Madison will have a baseline of 100 terabytes of pooled storage. Additionally, there’s an option to purchase additional storage through various paid license upgrades. We are analyzing license options and also assessing the impact they may have on UW–‍Madison’s overall storage cap. Google will enforce the storage cap on July 1, 2024.

What is changing?

During this multi-year project, we will modify the Google Workspace service to align with Google’s new storage policy requirements. Google Workspace is most valuable when used as a real-time, collaboration and sharing tool. However, it’s important to note the 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. We may change the project deliverables 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: 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.

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: 
    • 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.

Service accounts

  • 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.

What happens on June 1, 2024?

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MyDrive accounts

On June 1, 2024, My Drive accounts over the 25 GB default quota will become read-only.

You will still have access to your account and can move or delete files, but you will not be able to edit or add new files. A “storage full” banner message will appear on the My Drive account. You can resolve the read-only state by reducing your storage or requesting a long-term exception. To learn more, see the My Drive and Shared Drive User Experience KB article.

Important note: UW–‍Madison Google Workspace accounts that have already been granted a long-term storage quota exception will not be impacted.

Shared drive accounts

On June 1, 2024, shared drives over the 25 GB default quota will become read-only.

Folder/file owners and collaborators will still have access to the shared drive and can move or delete files, but they will not be able to edit or add new files. A “storage full” banner message will appear on the My Drive account. Shared drive managers can resolve the read-only state by reducing the drive’s storage or requesting a long-term exception. To learn more, see the My Drive and Shared Drive User Experience KB article.

Important note: Shared drives that have already been granted a long-term storage quota exception will not be impacted.

Service 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.

To learn more, see the Service Account My Drive Lifecycle KB article.

Office hours

All scheduled office hour sessions have concluded.

Project updates

List of articles

Project timeline

High-level milestones

Decoration

Introduce multi-year project. Announce end of unlimited storage and storage quota plan. Sent through communication channels.

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.

Feedback & documentation

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Share your thoughts

Your ideas about Google Workspace matter to us.

Email the project team at
google-workspace-project-feedback@g-groups.wisc.edu

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