Skip to main content

Google Storage Charges for Inactive Accounts Over 5 TB

Overview 

Stanford University provides 5 TB of free storage in Google Workspace. Any usage exceeding 5 TB is billed to a PTA monthly based on actual usage. 

When an individual leaves the university, their account is suspended and they can no longer sign in. However, suspension doesn’t delete the account’s files; the storage remains, files can be accessed, and billing to the PTA on file continues. 

You have several options when a team member departs Stanford: 

  • Do nothing: The data stays in the account, and charges continue to be billed to the current PTA. 
  • Change the PTA and retain the data in the account: If you’d like charges billed to a different PTA, submit a PTA change request. 
  • Delete the account and its content: This permanently removes the data and stops the charges. 

Review our Google Workspace Storage Limit FAQs for more information. 

Before you start

Before taking action, check with collaborators who have access to the file and may be currently using it. 

Files owned by a suspended account often stay in daily use by others. Use Google Drive’s search function (see Step 1, How to Retain Google Drive Files After Collaborators Leave the University) to look for the “Account Suspended” label or a [Suspended] tag on the owner’s name. 

Deleting a suspended user deletes all files they own, including those shared with active users currently accessing them. 

Take action: Choose your option 

Option 1: Move or copy files 

Option 2: Transfer all files to your My Drive 

  • With a legitimate business reason, the University Privacy Office may approve transferring the ownership of all files in a departing person’s account to another account. 
  • To request this, complete the form to request electronic access to Stanford accounts. 

Option 3: Request deletion 

  • Because the file owner is no longer affiliated with Stanford, approval must come from the Director of Finance (DFO) or Director of Finance and Administration (DFA), or their designee. 
  • Send the following request to Stanford University IT via a Google Workspace Help request form:
    “I hereby authorize Stanford University IT to permanently delete all Google Workspace files owned by sunetid@stanford.edu. I understand this is a permanent action that cannot be reversed and I take full responsibility for any data loss or business continuity interruption.” 
  • If you don't already have a ticket open, use this form to submit your request. 

Active accounts over 5 TB 

There is no administrative delete option for active accounts, since the owner still manages their data. Owners can move institutional data to a shared drive, reduce storage below 5 TB, or update the PTA as needed. (See How to Retain Google Drive Files After Collaborators Leave the University).

Get help 

If you need support and don’t currently have an open request, submit this form for assistance with Google Workspace. 

Learn more 

Last modified