Introducing Changes to NYU Google Workspace Services
A message from:
Donald J. Welch, Ph.D., VP for IT and Global University CIO, and
Jeff Capuano, Associate Vice President, Global Infrastructure and Operations
Dear NYU Community Member,
Google has announced that they are no longer providing free unlimited storage for Google Email, Drive, and Photos to educational institutions. This requires NYU, and many other institutions like ours, to make changes to the way we leverage Google services and store information.
A team of dedicated NYU technology professionals is working with your School/Unit IT partners and with University Leadership to fully understand our community’s collaboration and storage needs so we can determine how best to respond to this change. In addition, we will be applying lessons learned from other universities that are also facing this challenge.
How will this work?
Changes in NYU Google Workspace services will happen in a two-phased approach.
Phase 1
By the end of the 2023 calendar year, NYU will apply storage quotas to all Google accounts. Quotas will apply to users’ Google Email, Drive, and Photos collectively. Given the wide variety of storage needs at NYU, there will be multiple tiers of quotas:
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Users will be assigned quotas based on their current storage usage. For example, if someone has 15 GB stored in their Google account, they will be placed in a 20 GB quota. Similarly, if another user has 30 GB of storage, they will be placed in a 40 GB quota, and so on. In this way, each user will have a quota that accommodates their current storage needs.
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90 percent of the NYU community falls within a 20 GB quota. 10 percent of the NYU community will be placed in a larger quota temporarily, at least until November 2024, to give them time to reduce their storage.
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During this transition period, NYU IT will work with your School/Unit to help choose alternate storage solutions, such as storing files with a provider other than Google, if necessary.
Phase 2
A single-tier quota will be applied to all Google accounts across the University. The timing and size of the single-tier quota is still to be determined based on a variety of factors and will be reassessed in the summer of 2024.
What does this mean for my Google storage?
No files will be removed or deleted when the quota is applied. Ample time will be provided to clean up your Google storage, if needed. Google Shared drives will also have quotas and follow the same timeline. Starting in fall 2024, storage needs over quota will have to be part of a School’s or Unit's budget. We will work with your School/Unit to determine how to budget for those high storage needs.
What should I do now?
No immediate actions are required. However, we encourage you to review the
Digital Storage Spring Cleaning tips to learn how to manage your storage. We also ask that you proactively manage your storage. You will receive further guidance and support in the future.
How do I check my storage usage?
When does this take effect?
When can I find out more?
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Additional information will be shared in early fall 2023 and regularly thereafter.
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Updates will include developments and/or tools that may become available to help you manage your Google storage across all products.
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Thank you,
Donald J. Welch, Ph.D.
VP for IT and Global University CIO
Jeff Capuano
Associate Vice President, Global Infrastructure and Operations
