Google Tiers + Digital Hygiene
The Google storage limit for students is now 20GB.
UCI began enforcing this limit on November 1st, 2023
Let’s get organized! With Google ending unlimited storage for universities, it’s time to roll up our sleeves and get those files in order..
While most students will never come close to reaching this limit, we encourage everyone to continuously practice good digital hygiene. To avoid future storage issues with your Gmail, Drive, and other Google applications, we recommend you consult the tip sheet below.
Digital Hygiene Tip Sheet
- Start with Google’s Recommendations for reducing storage. You can learn how to delete files by size and check how much space you are currently using.
- Delete emails from your Spam folder on Gmail.
- Delete old emails with large attachments, such as PDFs and images. Deleting messages with large attachments can free up space a lot quicker than deleting text-only messages. To view only messages that contain attachments, use the has:attachment search filter.
( Tip: try using “has:attachment larger:3M” to find attachments larger than 3 MB.)
- Set up calendar reminders to regularly check for and delete old files and emails.
- Stay organized. Create a logical folder structure and categorize files clearly. Try to avoid multiple versions of the same file stored in different locations.
- Move all personal data (e.g., videos, photos, music) to a personal Google account.
- Still out of space? Consider pivoting to OneDrive.
Record Retention
Familiarize yourself and comply with the UC records management program by: (1) knowing the content of records; (2) confirming the retention period based on content per the UC Records Retention Schedule; (3) securely disposing of records when the retention period ends.
Do not dispose of any records that are subject to a legal action/legal hold; such records must be retained for as long as pending legal process is active. For questions about litigation and other holds, contact the author of the request you received or UCI Risk Services.
Frequently Asked Questions
Why am I not hearing about this change to Google storage until now?
It sounds like we had challenges getting the attention of some students such as yourself. We started our awareness campaign early this year through news announcements, our project website, our service website, and ZotMails. In August we partnered with Student Affairs Communications on the Digital Hygiene campaign where they’ve done fairs, social media posting and the like to reach out specifically to students. We apologize that we were unable to get our message in front of you until recently.
Can I have an exception? Can you delay turning on limits for me?
Unfortunately we have tens of thousands of student accounts we are working with to implement storage limits and are unable to grant an exception to the deadline. The silver lining is that you will not lose access to your account’s data once storage limits have been applied. You will not be able to add to or edit data in Drive, Photos or Google Docs. However, your email will continue to work and you will be able to copy or delete data even after storage limits are in place. Google Takeout and rclone are probably the most expeditious methods to migrate data.
Don't you owe me unlimited storage?
While UCI was able to offer unlimited storage in Google Workspace in the past, Google changed that and has ended the unlimited storage offering. In turn, UCI is changing its service to adjust to paying for what used to be free. Campus was able to fund each of our almost 40,000 undergraduate students for a 20 GB storage tier regardless of when the account was created without raising fees or imposing surcharges on students.
Why can't I have unlimited storage?
Offering unlimited storage to existing account holders requires unlimited funding. We do not have that. We have chosen to not raise fees or create surcharges so that we can continue to provide Google Workspace to the campus community. In turn, we have to create limits on the demand of this finite resource.
All new accounts created since May have already had storage limits activated; now we are following up with accounts that existed prior to May. We are as disappointed as you are that Google has chosen to change their licensing and terms in a way that diminishes its value to our entire campus community and can assure you that other UC campuses, and higher education institutions more broadly, are just as frustrated by this situation.
Can I buy more storage?
We don’t have a mechanism to take retail payments so we aren’t able to offer paid storage increases to students. You will retain access to your data after limits are applied. You won’t be able to add to them or edit them, but you will be able to copy and delete. Your email will continue to function as well.
Why are you adding limits now? Doesn't unlimited storage end in June 2024?
As a campus, we have until July 1st, 2024 to reduce our total storage used under our total storage licensed. To do that requires a lot of behind-the-scenes work to accomplish, including progressively applying storage tiers to everyone on campus and addressing account holders that do not reduce their use even after limits are applied. All this work needs to be done well in advance of the July deadline; being even a tiny bit over the total storage licensed will freeze Google Workspace for everyone.
What if I don't reduce my use at all?
Because we are collectively 3 PB over our licensed storage, we will follow up with accounts that are still over their limit next year requesting account holders to reduce their use. If they don’t, we may need to delete their data in order to get under our licensed storage. We will notify account holders multiple times before we do that and consider this step a last resort.
Thank you for your help in reducing your Google storage.
We apologize for the disruption this has caused you. We really appreciate your questions and thank you in advance for being a good digital hygiene citizen!
Did You Know?
With 20 GB of Google Storage
You can still store 13,560,000 pages of text! It’s great for documents, spreadsheets, and slide presentations.
%
Of Students are under their storage limit. Kudos!
Still Need Help?
Contact the Help Desk at oit@uci.edu or (949) 824-2222.
Due to the expected number of inquiries, we will be prioritizing those with accounts currently exceeding their limits.