University IT
Guide for Shared Drive Managers
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, more can be purchased through the university.
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Until Aug. 31, 2024Free, unlimited storage in Google Workspace
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Starting Sept. 1, 2024500 GB storage limit applied
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Starting Sept. 1, 202550 GB storage limit applied
Exceeding the storage limit after it is applied will result in "read-only" access until storage is reduced or more is purchased. You and your colleagues will still be able to access the drive and download data, but won’t be able to do anything that adds content, like upload or create new files or copy or edit existing ones. If you leave the content in "read-only" mode for an extended period, you'll get a reminder to take action.
Shared drive over the limit? Begin here
Ways to take action
- Plan your storage. Decide if you will reduce or move data or purchase more storage.
- Get help. Contact your local IT team or request help from UIT's storage consulting team. For self-service, review this page and the Storage Options Guide.
- Confirm relevance. If you are no longer responsible for the shared drive, designate a new manager and update the information within Google. If you're unable to name a new manager, let your local IT support team know.
- Delete unneeded files. If you are responsible, delete data that doesn't need to be retained. Delete shared drives when they are empty.
More points to consider
- Act promptly. Whether it involves deleting unneeded files, leveraging another solution, or paying for more storage, you're encouraged to start soon.
- Identify key individuals. Confer with colleagues as needed to coordinate decisions impacting shared drive content and accessibility.
- Prioritize security. If you opt to relocate your data, you're strongly encouraged to use platforms offered by Stanford.
- Don’t forget about My Drive. Consider your My Drive usage when assessing storage needs.
Manage permissions and storage
Manage access and permissions
As a manager, you control who can add or create content in the shared drive. You can also remove yourself from the role if you've named another manager.
Check shared drive storage
With a few clicks within Google Drive, you can see how much storage a specific shared drive uses.
Tips to clean up a shared drive
There are a few ways to clean up shared drives you manage to reduce storage, increase efficiency, and control costs.
Explore storage options
Think about alternative solutions
Google Workspace is just one storage option. To understand the Stanford-supported solutions available to you, refer to the Storage Options Guide.
Purchase more Google Workspace storage
Starting Aug. 1, 2024, you can purchase additional Google Workspace storage through the university. Here's what you need to know to begin planning.
Get advice from UIT experts
If you need more help deciding where to store your data related to changes to the Google Workspace service, speak to UIT's storage consultants.
View more 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.
Communications
- Transitioning to a Sustainable Google Workspace (Jan. 23, 2024)
- Navigating the Next Era of Google Workspace for Education (Aug. 15, 2023)
