Google Storage Basics

Description

Google Workspace at Idaho State University provides a comprehensive set of tools, including Gmail, Google Drive, and Google Docs, to facilitate collaboration and streamline storage solutions. To ensure effective management of digital resources, ISU has storage quotas that help optimize usage.

All personal files unrelated to coursework or university business should be stored in a personally managed location.
Regularly review shared drives for relevance and access permissions.
To maintain technology affiliation benefits with Idaho State University (ISU), employees must be at least 55 years old with five or more years of service and designate their resignation reason as retirement.

As you approach graduation or if you're looking to transfer your Google Drive storage, we recommend exploring our Google Takeout Guide for helpful instructions.

Note: If you depart from the university, you must transfer ownership of all files or folders owned by ISU.

ISU Google Apps	Impacts Storage	Does NOT Impact Storage	Notes
Gmail
Google Calendar Events			Calendar events with attachments will contribute to your storage limit.
Google Chats
Google Drive
Google Meet			Storing your recordings on Google Drive will contribute to your storage limit.
Google Sites

Details

Consider the following points to manage your ISU Google Storage effectively.

Review your data storage regularly
Identify and delete your large or unnecessary files in your Google Storage
- Note: Select Storage used (right side) to sort the files by size
Review your content stored in Shared drives

Note: After you delete files in Google Workspace, you should empty your trash as Google holds deleted files for 30 days. Depending on how much data you deleted, it might take 24 hours before your storage goes down.

ISU Data Storage Limits by Role & Shared Resources

ISU does not offer an option to purchase additional storage for your Google Account.
The highest storage limit will apply if you have multiple roles at the university.
If you qualify for multiple roles (e.g., employee/student or student/alumnus) and lose one affiliation, your account will remain active if you still meet the criteria for at least one role.
Shared resources are ISU resources that multiple users or devices can access simultaneously.

Note: Disabled accounts will be permanently deleted from the Google Workspace after 240 days.

Role (classification)	Storage Limit	Details
Deans Executives Faculty (including Emeritus))	50 GB	Google Workspace and Storage will be disabled the day after your final workday.
Adjunct Faculty	30 GB	Your Google Workspace and Storage will be disabled the day after your final workday.
Affiliate Faculty Staff Temporary Employees	20 GB	Your Google Workspace and Storage will be disabled the day after your final workday.
Students	10 GB	Students currently enrolled in courses, including both undergraduate and graduate programs. Note: Your Google Workspace and Storage will be disabled the day after you are no longer eligible for registration.
Alumni (Not Employees)	5 GB (Email Only)	Alumni are individuals who have completed (24) or more credits and/or received a conferred degree. Note: To keep your Google Workspace account active, you must log in at least once every year (every 365 days) to avoid deactivation due to inactivity.
Retirees	5 GB (Email Only)	Retirees are individuals who have worked at the university for (5) or more years AND have reached the age of (55). Note: To keep your Google Workspace account active, you must log in at least once every year (every 365 days) to avoid deactivation due to inactivity.
Shared Resources	Storage Limit	Details
Departments Shared Drives	20 GB
Existing Service / Club Accounts	10 GB

Data Storage Solutions

Options for securely accessing, sharing, and storing your information beyond Google Workspace.

Note: Dropbox and OneDrive are options for data storage, but it is crucial to emphasize that ISU data should not be stored there.


Eligibility	Faculty, Emeritus & Staff	Faculty, Emeritus, Staff & Students	Faculty	Faculty
Overview	Box is an online storage platform that provides secure file management and collaboration solutions for educational purposes.	Google Drive is for active files such as documents, sheets, and slides. Other storage solutions are recommended, as files count toward a user's total storage limit.	Panopto is a versatile platform that allows users to record, share, and stream video content for educational purposes.	Research Data Storage offers a secure and easily accessible location for storing research data used by active ISU researchers.
Storage Limits and Access	Some departments provide automatic Box access, while others require a request. Contact your administrative support for access. Box provides secure storage for files and videos with a maximum file size limit of 50GB.	Access to Google Drive is granted automatically. Visit ISU Data Storage Limits by Role & Shared Resources section to view storage limits. Note: Access to Google Drive ends after graduation or employee departure, excluding retirees.	Access to Panopto is granted automatically. Panopto provides storage for class-related videos. Unused videos will be periodically archived.	Access to Research Data Storage can be requested by emailing hpcchelp@isu.edu with your PI or Sponsor's contact information.
FERPA Compliant	YES	YES	YES Note: If you wish to record lectures for use in later semesters, you must take steps to comply with FERPA.	NO
HIPAA Compliant	YES	NO	NO	NO
Technology Resources	Log In Resources Support Training	Log In Support Training	Resources Support	Globus Support
Mobile App Availability	App Store Google Play	App Store Google Play	App Store Google Play	NO
Where to get help?	help@isu.edu (208) 282-4357	help@isu.edu (208) 282-4357	itrc@isu.edu (208) 282-5880	hpcchelp@isu.edu