[U]Tech to Implement Storage Caps on Google Shared Drives; Reduce Storage by June 30

To comply with Google's ending of unlimited storage for Google Workspace users, [U]Tech previously announced in The Daily storage caps for individual Google Workspace accounts. These limits apply to each person's Gmail, Google My Drive and Google Photos storage, but not data stored in Google Shared Drives. Starting February 1, a new set of policies will also apply to Shared Drives.

  • Google Workspace Shared Drives will have a 100 GB per drive storage limit. If you manage a Shared Drive over 100 GB, you will need to reduce the storage to under 100 GB by June 30.
  • Managers of Shared Drives will have a limit of 200 GB across all of their Shared Drives.
  • All Shared Drives must have at least one active (non-suspended, non-alumni) CWRU manager. [U]Tech will notify members of Shared Drives that do not have an active manager or have a manager not using a CWRU account (e.g. a gmail.com address). Shared Drives without active managers will be set to read-only 30 days after notification and will be deleted 90 days after notification.

In an attempt to minimize the impact on the university's work, [U]Tech will apply a temporary cap at least 10% above the current usage for those Shared Drives over 100 GB. [U]Tech will send targeted messages to Shared Drives managers who have individual drives over 100 GB or who are using more than 200 GB across all drives. Members of Shared Drives with no active manager also will receive a message from [U]Tech, asking that a manager be designated.

If you are a manager of a Shared Drive over 100 GB, [U]Tech asks that you reduce storage below 100 GB by June 30, at which time the 100 GB quota will be applied to all Shared Drives. There are several other storage options available with significantly larger caps for data related to the academic, research and business functions of the university.

Find out more at [U]Tech's Google Shared Drive FAQ page, including information about:

  • Other storage options;
  • How to check your storage in a Shared Drive; and
  • Options to migrate or download your data from Google Shared Drives.

If you still have questions, contact the University Technology Service Desk at help@case.edu to schedule a personalized storage consultation.

[U]Tech will offer the option to purchase additional storage in Google Workspace if you need more that 100 GB of storage in a single Google Shared Drive or more than 200 GB across all Shared Drives and prefer not to migrate the data to another service. Contact the [U]Tech Service Desk at 216.368.4357 or help@case.edu to find out more.

The files in any Shared Drive over 100 GB on June 30 will become read-only, and further uploads and document creation will be blocked until storage in the drive is under 100 GB.

In accordance with the university's acceptable-use policy, members of the CWRU community are to use "technology resources in connection with the university's core teaching, research and service missions" while also "respect[ing] the finite capacity of resources and limit use so as not to consume an unreasonable amount of resources or to interfere unreasonably with the activity of others."

If you are storing significant amounts of non-institutional data—such as personal data or data for another institution—within Google Shared Drives, please move it to a non-CWRU storage provider (e.g., a personal storage service, a local hard drive or flash drive). Google storage is a shared but limited resource we must now actively manage to ensure it continues to function for all users.

For assistance with any technology product or service at Case Western Reserve University, contact the University Technology Service Desk at help@case.edu or 216.368.HELP (4357) or visit help.case.edu.