Changes to UIC Google Workspace Storage Policy
Google has adopted a new storage policy that ends free unlimited storage for the academic community. For UIC, participation in one of the newly created plans would result in a significant cost increase for Google Workspace storage (i.e. Google Drive).
Our goal at Technology Solutions is to make fiscally responsible, data-driven decisions on selecting the appropriate Google plan for our institution moving forward. Should a justified need be identified, we will work with Google to ensure participation in a plan that serves that need.
In the meantime, Technology Solutions has made a one-year purchase of additional storage to ensure continuity of service while we work to set appropriate policies around use of Google Storage in the future. We have implemented storage quotas and changed account creation settings for new Shared Drives based on guidance provided by Google. We will work with stakeholders throughout this year to ensure needs are being served by our myriad current and future storage offerings.
What is happening? Heading link
To ensure fiscal responsibility and eliminate the risk of service disruptions within the Google environment at UIC, Technology Solutions has implemented a 20 GB quota for individual and shared Google Drives. Less than 5% of individuals are impacted by this new storage quota.
How does this impact me? Heading link
If you are in the vast majority of UIC affiliates by currently being below the quota limit, you do not need to take any immediate action. However, you are encouraged to review your current storage usage by following the steps provided below.
If you are currently over the quota limit, Technology Solutions will be reaching out to you separately with next steps, and in the meantime you are encouraged to review your current storage usage and take steps to reduce your usage below the quota level.
Along with the 20 GB storage quota, you are no longer able to create new Google Shared Drives on your own. To request the creation of a new Shared Drive submit a request at the Google Shared Drive service page.
What other storage options are available? Heading link
While Google Workspace is a powerful suite of tools, Technology Solutions supports a number of alternative solutions that are better suited for uses such as: storing large research data sets; backing up computers; storing instructional videos; and more.
For computer backup needs, see our help article. For other data storage needs, see our File Storage and Sharing service page for more details and use the Data Storage Finder tool to help you determine which storage option best fits your needs.
Course content management for Instructors
As a reminder, UIC instructors should be leveraging EdTech tools and resources for course content management. It is recommended to use Panopto or Echo360 to create, edit and integrate video content to Blackboard courses. These tools enable instructors to add active learning activities, accessibility features, are optimized for streaming and mobile viewing, along with many other features and integration capabilities.
How do I review & manage files on Google Drive? Heading link
We encourage you to review files on your UIC Google Drive, confirm storage quota use, and perform any necessary actions to manage storage. Follow these steps:
- Confirm how much storage you are currently using at drive.google.com/settings/storage
- Review and delete large or unnecessary files in Google Drive at drive.google.com/drive/quota
- Consider deleting Google Drive content that you have previously copied to a Google Shared Drive. If a file resides in two locations, it may be consuming twice the storage space.
Search for and delete unnecessary or large emails, by visiting Manage files in your Google Drive storage and following the instructions for Gmail.
Where can I get support? Heading link
If you have questions about where to store your data, or feel you require an exemption from the Google Workspace storage quotas, you may discuss your specific needs with specialists in research technology, learning technology, or our systems teams, by submitting a request at it.uic.edu/ask-a-question.