Skip to main content

Google Workspace: Storage Management Guide

How to take action if a My Drive or shared drive exceeds the storage limit

Update effective Sept. 1, 2024: The enforcement of any storage limit for Google My Drive and shared drives will begin no sooner than March 1, 2025, with billing deferred accordingly. During this extended grace period, drives will remain fully functional and not switch to “read-only.” We will update the information on this page when a new enforcement date is finalized.

Overview

Due to changes in Google Workspace, the amount of data that can be stored at no cost in My Drive and each shared drive will change, as shown below.  If the free storage allocation isn't enough for your needs, use the information on this page to create a plan to reduce or move your data or purchase more Google Workspace storage through the university. 

  • Today
     
    Those with drives over 500 GB should plan to secure funding or reduce data
  • Next STEP 
    (DATE TBD)
     
    500 GB storage limit applied to My Drive and shared drives
  • Final Step
    (DATE TBD)
     
    50 GB storage limit applied to My Drive and shared drives

Before you begin

If you've received notification about a drive exceeding the storage limit, here are two points to consider as you begin planning.

Remember to prioritize security

Institutional files stored in your Stanford accounts should remain in a Stanford-approved solution. Moving Stanford data to a personal storage account or purchasing local data storage significantly increases risk.

Refer to a position paper from Stanford's Information Security Office »

Know that help is available

Your local IT team can help you understand which drives are impacted and how to navigate your options. If you need more help exploring Stanford storage solutions, submit a request to meet with UIT's dedicated storage consulting team.

Request a storage consultation »

Ready to start? Explore your options

You'll want to act promptly if your My Drive or shared drive exceeds the storage limit. Otherwise, the drive may become "read-only," allowing you and your colleagues to access the drive and download data but not create or edit files. 

Reduce usage

If you aim to reduce your usage to under the limit — or just to ensure you're not paying to store files you don't need — these tips will help.

See tips to clean up Google Drive » View My Drive storage usage »

Move data to another storage solution

Google Workspace is just one storage option available at the university. If you don't need real-time collaboration features, consider other Stanford storage solutions.

Learn more about storage alternatives »

Purchase more Google Workspace Storage

If your Google Workspace storage needs exceed the storage limit, you can submit a PTA to purchase more through the university. Monthly billing will be based on actual usage.

Learn how to purchase Google Drive storage »

Special considerations for shared drives

As a manager of a shared drive, you should take a few actions specific to shared drives, including the first step of identifying drives impacted by the storage limit. Be sure to confer with colleagues before making decisions that impact content accessibility.

Identify impacted drives and check usage

Identify which drive(s) are impacted. You can ask your local IT support team to help, if needed. Next, check storage use.

Identify drives and check usage »

Clean up your shared drive

Tips to organize and manage a shared drive to increase efficiency or delete a shared drive that's not needed.

View shared drive tips »

Manage access and permissions

If you are no longer responsible for the shared drive, you can assign a new manager and remove yourself from the drive.

Change roles and access levels »

Additional resources

Questions or support

Please read carefully, as the best way to get help depends upon the nature of the request: 

  • If you have feedback for the project team or are unsure who your designated Campus Partner ambassador is, please use this form to reach out to the project team.
  • If you need technical support, please submit a Help request. 
  • If you have questions about where to store content currently in Google Workspace, please submit a storage consulting request.

Resources

Guide pages

 

Tools

How-tos

 

Other resources: 

 

Communications