Google introduced a new license and storage model eliminating free, unlimited storage and will enforce a service-wide storage cap on July 1, 2024. In response, UW–Madison is reshaping the Google Workspace service, which includes implementing changes to My Drive, shared drives and service accounts. The project team meets regularly to stay up to date on progress and to determine next steps.
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Updates:
2022 to 2023: Sep to Nov | Jun to Aug | Aug 2022 to May 2023
2023 to 2024: Dec to Feb
2024: Mar to May
March to May 2024
Now (Mar to May)
Communications to stakeholders
- Inform stakeholders about new data deletion process for service accounts. Beginning June 1, 2024, any service account with files/data in My Drive will enter a data deletion process. This will move the service account into alignment with Google’s Acceptable Use Policy and Terms of Service.
Communications to domain administrators
- Send reminder email #4 to domain administrators to take action on service accounts using more than 0 GB of storage (April 2024).
- Send FINAL reminder email to domain administrators to address service accounts using more than 0 GB of storage (May 2024).
Communications to users
- Send reminder email #4 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (April 2024).
- Send FINAL reminder email to all My Drive and shared drive accounts using more than 23 GB to take action on their account (May 2024).
Next (Jun to August)
Logistics
- On June 1, assign 0 GB quotas to service account My Drives. Service accounts that have files/data in My Drive will enter the data deletion process.
- On June 1, assign 25 GB quotas to My Drives and shared drives. My Drives or shared drives with approved long-term quota exceptions will keep the larger quota granted as a result of the long-term exception process.
- Starting June 1, if a user’s My Drive or shared drive is over 25 GB and they haven’t submitted a long-term exception request, the account will become read-only. The user must reduce their storage or request an exception for their Drive to become active again.
Communications
- After May 31, 2024, evaluate the current state of project and determine what communication efforts are needed to keep the project moving forward.
December 2023 to February 2024
Now (Dec to Feb)
Communications to stakeholders
- Inform stakeholders about new shared drive lifecycle process. To start, shared drives that are memberless or have only external members (no members affiliated with UW–Madison) will be deleted.
- Starting February 20, 2024, begin deleting shared drives.
Communications to domain administrators
- Send reminder email #2 to domain administrators to take action on service accounts using more than 0 GB of storage (December 2023).
- Send reminder email #3 to domain administrators to take action on service accounts using more than 0 GB of storage (February 2024).
Communications to users
- Send reminder email #2 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (December 2023).
- Send reminder email #3 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (February 2024).
Next (Mar to May)
Communications to domain administrators
- Send reminder email #4 to domain administrators to take action on service accounts using more than 0 GB of storage (April 2024).
- Send FINAL reminder email to domain administrators to address service accounts using more than 0 GB of storage (May 2024).
Communications to users
- Send reminder email #4 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (April 2024).
- Send FINAL reminder email to all My Drive and shared drive accounts using more than 23 GB to take action on their account (May 2024).
September to November 2023
Now
Communications to domain administrators
- Contact domain administrators of top service accounts consuming storage (based on volume) in My Drive.
- Send reminder email #1 to domain administrators to take action on service accounts using more than 0 GB of storage (October 2023).
Communications to stakeholders
- Inform stakeholders about disabling access to the Google Photos app for new Google Workspace accounts.
- Disable the Google Photos app at least 2 weeks after notification.
- Right-size storage quotas for My Drive, shared drive and service accounts on an ongoing basis.
Communications to users
- Contact top My Drive accounts consuming storage based on volume.
- Send reminder email #1 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (November 2023).
- Inform users their My Drive, shared drive and service account quotas will decrease as they reduce their storage usage (right-sizing).
Next (Dec to Feb)
Communications to domain administrators
- Send reminder email #2 to domain administrators to take action on service accounts using more than 0 GB of storage (December 2023).
- Send reminder email #3 to domain administrators to take action on service accounts using more than 0 GB of storage (February 2024).
Communications to users
- Send reminder email #2 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (December 2023).
- Send reminder email #3 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (February 2024).
Later (Mar to May)
Communications to domain administrators
- Send reminder email #4 to domain administrators to take action on service accounts using more than 0 GB of storage (April 2024).
- Send FINAL reminder email to domain administrators to address service accounts using more than 0 GB of storage (May 2024).
Communications to users
- Send reminder email #4 to all My Drive and shared drive accounts using more than 23 GB to take action on their account (April 2024).
- Send FINAL reminder email to all My Drive and shared drive accounts using more than 23 GB to take action on their account (May 2024).
Jun to Aug 2023
Complete
Logistics
- A default 25 GB quota was applied to all UW–Madison Google Workspace My Drive and shared drives
- Larger, temporary quotas were applied to My Drive and shared drive accounts that are over the 25 GB default quota
- Held August Google Workspace project office hours
- The long-term storage quota exception request form went live
Documentation & communication
- Published news articles:
- Email outreach:
- To: Service account domain admins, reminders about storage quotas and approaching deadlines to delete/move data out of My Drive
- To: Users with 23 GB or more of storage in My Drive or shared drive, explaining temporary quotas and advising them on next steps to reduce storage
Aug 2022 to May 2023
Complete
Logistics
- Project charter was approved
- Gathered storage strategies from peer institutions and institutions in the Big Ten Academic Alliance (BTAA)
- Finalized the project timeline, implementation plan and communication plan through June 1, 2023
- Finalized plans for changes to service accounts consuming storage in My Drive
- Identified quota limits for My Drive and shared drives
- Created long-term quota exception request form
Stakeholder engagement
- Presented to multiple stakeholder groups including ITCCC, ITC, Office of Cybersecurity and Teaching & Learning
- Determined dates and times for virtual office hours to be held periodically in 2022 and 2023
- Held May Google Workspace project office hours
- Met with faculty and staff to discuss use cases and alternative storage solutions
Documentation & communications
- Created and published IT project webpage
- Updated existing KB documentation
- Created project FAQ KB article
- Published KB with more information about preparing for upcoming storage quotas and the link to the long term quota exception request form
- Emailed stakeholder groups, giving them advanced notice of changes coming to Google Workspace
- Published news articles:
- Project and changes coming to Google Workspace
- More information about storage quotas that will be applied June 1, 2023