Google Workspace Storage Limits and Management

Description

This article provides information about Google Workspace storage limits, storage management, and available storage solutions at Idaho State University (ISU).  

  • Google Workspace provides tools such as Gmail, Google Drive, Google Docs, Google Calendar, Google Meet, and Google Sites for communication, collaboration, and file storage.

important: ISU provides storage limits based on your university affiliation. Review and manage your files regularly to stay within your storage limit.

Keep your ISU Data Organized and Secure

  • Store personal files that are unrelated to coursework or university business in a personally managed location.
  • Regularly review files stored in Google Drive and Shared drives.
  • Review access permissions for files and Shared drives regularly.
  • If you leave Idaho State University, you are responsible for transferring ownership of ISU-owned files and folders when applicable.
  • If you are graduating, leaving ISU, or need to move files to another Google account, see the Google Takeout Guide. 
  • Disabled accounts will be permanently deleted from the Google Workspace after 240 days.  
  • Do not store Idaho State University data in personal Dropbox or OneDrive accounts. Use an ISU-approved storage solution for university data.

Guide Navigation

Google Workspace Storage

The following Google Workspace services may use storage associated with your ISU Google account:
  • Gmail: Email messages and attachments count toward your storage limit.
  • Google Calendar: Calendar events with attachments count toward your storage limit.
  • Google Chat: Files and other content stored through Google Chat may contribute to your storage. 
  • Google Drive: Files stored in Google Drive count toward your storage limit. 
  • Google Meet: Meeting recordings stored in Google Drive count toward your storage limit.
  • Google Sites: Content stored through Google Sites may contribute to your storage. 

Manage Your Google Storage

Use the following tools to review and manage your storage. 
Note: Sign in with your ISU username and password to access these tools. 

Empty Your Trash

When you delete files from Google Workspace, they may remain in your trash for up to 30 days.
After deleting unnecessary files:
  1. Open your Google Drive trash.
  2. Select Empty trash.
  3. Select Delete forever to confirm. 
Note: It may take up to 48 to 72 hours for your available storage to update after you delete a large amount of data. 

ISU Google Workspace Storage Limits

 Storage Limit Information

  • ISU does not offer an option to purchase additional storage for your Google Workspace account.
  • If you have more than one university affiliation, the storage limit associated with the highest applicable role will apply.
  • If you qualify for multiple affiliations and lose one affiliation, your account may remain active if you continue to meet the requirements for another affiliation. 

Google Workspace Storage by Affiliation

  • Deans, Executives, Faculty and Emeritus Faculty
    • Storage limit: 50 GB
    • Google Workspace and storage are disabled the day after your final workday when you are no longer eligible for the account. 
  • Adjunct Faculty
    • Storage limit: 30 GB
    • Google Workspace and storage are disabled the day after your final workday when you are no longer eligible for the account.
  • Affiliate, Faculty, Staff, and Temporary Employees
    • Storage limit: 20 GB
    • Google Workspace and storage are disabled the day after your final workday when you are no longer eligible for the account.
  • Departmental Accounts
    • Storage limit: 20 GB
    • Google Workspace can only be accessed by the account manager by logging into the account directly with username and password. See Set Up and Access a Delegate ISU Email Account for more information on Email delegation.
    • See the Shared Drives Section for more information on Google Workspace storage collaboration
  • Students
    • Storage limit: 10 GB
    • Your Google Workspace and drive storage are disabled the day after you are no longer eligible for registration.
  • Service and Club Accounts
    • Storage limit: 10 GB

Note: Disabled Google Workspace accounts are permanently deleted after 240 days. 

  • Alumni
    • Storage limit: 5 GB for email only
    • Alumni are individuals who have completed 24 or more credits and/or received a conferred degree. 
    • To keep your Google Workspace account active, you must sign in at least once every 365 days. 
  • Retirees
    • Storage limit: 5 GB for email only
    • Retirees are individuals who have worked at Idaho State University for at least five years and have reached age 55.
    • To maintain retiree technology affiliation benefits, retirement must be listed as the reason for resignation. 
    • To keep your Google Workspace account active, you must sign in at least once every 365 days.
      • Note: Account eligibility requirements may change. Contact the ISU Service Desk if you have questions about your account status. 

Shared Drives

The default storage limit for a shared drive is 50 GB.

Shared drives that require additional storage are available the the following levels: 

  • 500 GB-Shared Drives
    • For shared drives with more than 50 GB of storage
  • 1 TB-Shared Drives
    • For shared drives with more than 500 GB of storage
For large-scale storage needs, consider other ISU-approved storage options, such as Box. 
Note: For more information about shared drives, visit Google's What are shared drives? support article.

Other ISU Storage Options

Google Drive is one of several storage options available at ISU. The storage service available to you may vary based on your role and type of information you work with. 
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