Google Drive Storage Limitations and Requirements for Faculty and Staff
Limits
Starting on November 1, 2022, faculty, staff, and departments have a storage limit of 150 GB. This limit applies to the sum of files in all areas of Google (Gmail, Google Drive, and Google Photos) that are part of any individual or departmental account. Storage size may be checked at https://drive.google.com/drive/u/0/quota.
If an account exceeds the limit, access to existing files will be possible, but functionality in Google Drive and Google Photos will be affected. Functionality in accounts that exceed 150GB is limited as follows:
- Drive: No ability to create new files, upload files, or synchronize files that are being edited or otherwise accessed. Affected files include Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard. Synchronization of files between a local computer and Google Drive will stop.
- Photos: No ability to add new photos or videos or back up existing ones.
Gmail storage is included in the 150 GB limit, but functionality is not affected if a user exceeds the limit. Users can send and receive email as normal.
Individuals who require more than 150 GB may request extra storage space. Faculty should make this request to the associate provost over their school. Staff should make the request in writing to their manager. Managers should forward any request that they support to their Cabinet member, who makes the decision.
In order for any request to be granted, individuals or departments must (1) demonstrate careful stewardship of Google storage especially with regard to the Requirements listed below, and, (2) demonstrate the need for extra space based on their teaching, scholarship, or other work performed as part of their professional role. Any extra space that is allowed will be on a campus network drive, not Google, which has a hard limit of 100 GB per faculty member.
Requirements
- No personal materials are to be stored on Bethel University Google Drive. These include any documents, photos, and video files that are unrelated to one’s role at the university.
- Emails over four years old should be routinely discarded unless required for current work.
- Files that have not been used within the last four years should be reviewed and deleted if no longer needed.
- Videos for courses, research, or other university work that are created in-house or otherwise do not involve copyright restrictions must be uploaded to YouTube (which is free) or other media storage platform where they may be stored privately or shared publicly, and then discarded from Google Drive. EXCEPTION: Videos created before August 1, 2022, which are linked to courses in Moodle may remain on Google Drive until no longer needed or until links in Moodle are updated.
These requirements will be phased in starting August 1, 2022. Full compliance is expected by October 31, 2022. They apply to all faculty and staff regardless of how much Google Drive storage has been used by an individual.
To review storage usage in Drive, See Drive Storage.
To review storage in shared drives, go to shared drives.
To search for and delete large or unnecessary emails, follow the instructions for Gmail in Manage files in your Google Drive storage.