Google Workspace for Education storage policy changes

2. Prepare for storage changes

Use tools and reports to identify the impact to your organization

A new storage policy is coming to Google Workspace for Education. This policy goes into effect across all Google Workspace for Education editions for existing customers in July 2022 and will be effective for new customers signing up in 2022.

Step 1: Check available storage

The amount of storage you can use after this policy goes in to effect depends on your edition. First, understand How licensing works.

Then, calculate available storage:

  • Google Workspace for Education Fundamentals (formerly G Suite for Education)—Qualifying institutions have a minimum of 100 TB of pooled cloud storage shared across the organization. This amount includes everything—from Google Drive and Photos files to Gmail.
  • Google Workspace for Education Plus (formerly G Suite Enterprise for Education)—For every license of Google Workspace for Education Plus an additional 20 GB is added to the shared pool. Customers continuing on legacy G Suite Enterprise for Education licenses will also have 100 GB added to their shared pool per paid employee license.
  • Google Workspace for Education Teaching and Learning Upgrade—For each purchased license, an additional 100GB is added to the shared pool.

For example, if you purchased 5,000 G Suite Enterprise for Education licenses, the pool of storage space is 600 TB:

100 TB (base storage) + (5,000 licenses x 100 GB = 500 TB) = 600 TB available storage

Step 2: Understand how much storage you use

  • Create Account reports—Determine current storage usage by user, helping you identify outliers. You can export these reports to Google Sheets. Learn more
  • Manage shared drives—Recognize the use and implementation of shared drives in your environment, determining the scope of storage within them. Learn more
  • Use BigQuery logs—Export report data to BigQuery to query and visualize your storage usage (available to current users of Google Workspace for Education Plus). Learn more

Identify who uses the most storage

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Reports.
  3. User Reportsand thenAccounts report.
  4. Export the report to Google Sheets and open it there.
  5. Enable filters on your top row.
  6. Move your highest storage users to the top by sorting from Z to A in the Total storage used (MB) column.

This report also contains storage used by each app.

Step 3: Plan for changes

Analyze storage trends over time to know if you need more storage in the future. For a table with your usage that helps you understand storage habits, see View Apps reports on your organization.

As you start to plan for the changes needed to meet storage requirements, also consider:

  • Upgrading your Google Workspace for Education edition—You can purchase paid licenses to get additional storage added to your shared pool:
    • Currently available: Existing G Suite Enterprise for Education customers will receive an additional 100 GB of pooled storage per G Suite Enterprise for Education employee license. If your institution still requires additional storage, you may consider purchasing additional licenses of G Suite Enterprise for Education. 
    • Coming soon: You will also have the option to purchase the new Google Workspace for Education Editions, including Education Plus or the Teaching and Learning Upgrade which both include increased storage. 
  • Google Cloud Storage—Evaluate your practices and policies around using Google Drive as long-term storage and consider using Google Cloud Storage instead. For more details on Google Cloud Storage and migration tools from Google Drive to Google Cloud Storage, contact your account representative. Learn more about Cloud Storage.
  • Reviewing data retention policies—Partner with policy makers to review your data retention policies, such as when data that no longer serves its purpose should be deleted.
  • Vault retention policies—Understand what Vault retention policies you require. Adjust as necessary to reduce overall storage usage. Find out How retention works.
  • Deleting old accounts, shared drives, and duplicated content—Purging unnecessary user accounts or shared drives can help free up storage. Remove content such as remnant files left over from copying them to shared drives or Google Cloud Storage.
  • Evaluate alumni account practices—By removing inactive alumni accounts, you may free up a significant portion of your shared storage pool
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