Skip to main content
Carnegie Mellon University
Office of the CIO  ›  Computing Services  ›  Services  ›  Communication and Collaboration  ›  Collaboration  ›  Google Storage Management

Google Storage Management

Cloud storage is changing across the industry, and leaders like Google and Microsoft recently announced they will no longer offer unlimited storage to their higher education customers.

As of summer 2024, CMU is using 1.27 petabytes (PB) over the amount of storage Google offers through our current license agreement. If we do not reduce our campus-wide storage use, the university will face a significant increase in costs.

What does this mean for CMU?

We’ve carefully reviewed how different groups across campus use cloud storage and determined limits that will satisfy these new storage models while reducing the impact on you.

What does this mean for you?

86 percent of CMU community members are well below the new storage limits, so you probably won’t notice an impact on your work.

A small number of accounts (less than 1 percent) contribute to half of all storage used on campus. We will work with these high-storage community members directly over the next several months to discuss their needs, determine a sustainable storage solution, and ultimately reduce their storage consumption. 

Resources

Project Timeline

Target Unshared Storage from Inactive Accounts

January — December 2024

In the past, we’ve retained Google data for individuals even after they leave the university. We will free up storage space by deleting unshared data from these inactive accounts.

Reduce Risk of Storage Increase

March 2024

To ensure that storage does not increase exponentially during our campus outreach phase, we:

  • Applied default storage limits for CMU community members who would not experience an impact.
  • Implemented higher interim storage limits for those near or above their default storage limit. They will maintain a higher limit until we have an opportunity to work with them directly.
  • Established a process to ensure that new Google accounts receive default storage limits.

Campus Outreach

February 2024 — June 2025

We are using a phased approach to help the CMU community adjust to our new storage model. We plan to:

  • Partner with individual departments to understand how they use cloud storage.
  • Work with departmental IT staff to provide 1:1 support for high-storage accounts.
  • Communicate directly with those using more than their storage limit.
  • Accept storage purchase requests through the Computing Services Help Center.
  • Educate the CMU community on best practices to organize and maintain their data.

Launch a Self-Service Storage Purchase Program

June 2025

We plan to launch a storage purchase program for those who may need more storage than their new limit offers. We will update this page in the future with more information.

Monitor Use

Ongoing

After implementing storage limits across campus and supporting high-storage accounts, we willcontinue to evaluate the university's storage needs and adapt as necessary.

Frequently Asked Questions

Regularly organizing and decluttering your files is always a good idea. Review our Drive Best Practices to get started.

To help, Computing Services will also be reaching out over the next several months with solutions to help you manage and organize your files.

A storage limit is the maximum amount of space allocated to an individual account, Shared Drive, or Shared Mailbox. We measure storage space in gigabytes (GB).

Computing Services has established the following default storage limits:
  • Students - 25 GB
  • Staff - 50 GB
  • Faculty - 100 GB
  • Sponsored Accounts - 5 GB
  • Shared Drives - 25 GB
  • Shared Mailboxes - 5 GB

For context, one gigabyte can hold approximately 10,000 documents, 500-1,000 high-resolution photos, or nearly 2 hours of video.

One gigabyte can hold approximately 10,000 documents, 500-1,000 high-resolution photos, or nearly 2 hours of video. For students with 25 GB of storage, that translates to up to 250,000 documents, 12,500-25,000 high-resolution photos, or nearly 50 hours of video.

To help understand how best to support our campus, we:

  • Analyzed how CMU community members use cloud storage across campus.
  • Conducted benchmarking research with peer institutions.

Using what we learned, we established storage limits to meet CMU's unique needs.

You may notice that a colleague has a limit higher than those listed above. To allow high-storage individuals time to move and adjust to their new limit, we implemented temporary limits set at 20 percent above the amount an individual used as of March 4, 2024. These are temporary, and we will work with these individuals to reduce their storage to align with the limit allocated by their role.

Yes, Google Shared Drives will now receive 25 GB of storage. Check your current storage usage.

If you manage a Shared Drive that is approaching or has surpassed this new limit, Computing Services will soon offer a paid storage purchase program to help accommodate your needs. We will also share additional options in the future.

  1. Log in to Google Drive.
  2. From the left navigation panel, click Storage.

Google displays your usage for My Drive, Google Mail, and Photos, as well as a list of your Drive files.

  1. Log in to Google Drive.
  2. Click Shared Drives in the sidebar.
  3. Click the Shared Drive you hope to review.
  4. Click the information icon to View details.
  5. Scroll down to Drive Details to review your storage usage.
  1. Open your Shared Google mailbox.
  2. Scroll to the bottom of your inbox to see your current usage. 

Google will display a banner notifying you when you are within 20 percent of your storage limit.

If you exceed your storage limit, you can still send and receive emails and access your Google Drive files, but you cannot upload new files or modify existing files.

CMU community members sometimes change roles at the university. For example, a student may transition to a staff role after graduation. Or a faculty member may transition to a sponsored account.

If your primary role at the university changes, your storage limit will adjust to align with that of other people in your new role. For example, if you transition from a faculty account to a sponsored account, your limit will change from 100 GB to 5 GB. Or if you transition from a student account to a staff account, your limit will change from 25 GB to 50 GB.

If you have multiple roles, you will receive the storage limit associated with your primary affiliation. For example, if you are a full-time student and part-time staff member, you will receive 25 GB of storage to align with your role as a student.

Faculty and staff may purchase additional storage to support administrative, academic, and research needs if they require more than their limit. We provide additional storage at the same rate that Google charges CMU, with no added fees.

Storage is currently available in the following increments:

  • 250 GB ($36.00/yr.)
  • 500 GB ($72.00/yr.)
  • 1 TB ($144.00/yr.)
  • 2 TB ($288.00/yr.)
  • 10 TB ($1,440.00/yr.)

To request additional storage, email it-help@gxitma.net with a valid Oracle string and we will schedule a consultation to discuss your needs.

If you notice files in Google Drive marked "Pending Deletion," don't worry! Your files are no longer scheduled for deletion, and we are working to remove these labels.

If you are storing files for your team on MyDrive, yes, you should move it.

We recommend that you store any files that you may collaborate on in a Google Shared Drive or Box Organization Folder so that individuals other than yourself may access it if you leave the university.

If you notice that someone has shared a file with you from their MyDrive, encourage them to store it in a shared storage location instead.

Review our Drive Best Practices to learn more about where to store your data.

You may transfer a file or folder from yourself to another individual or to a Shared Drive. When you transfer ownership, you assign a new owner and maintain the file links, permissions, and folder structure (if applicable).

  1. Log in to Google Drive.
  2. Right-click the file or folder you want to transfer ownership and click Share then select Share. 
  3. Click the drop-down next to the person you want to transfer file ownership to and select Transfer Ownership.
    Note: If the individual is not listed, share the file with them first, then complete these steps.
  4. Click Yes.  
  5. Click Done.

You may transfer a file or folder from yourself to another individual or to a Shared Drive. When you transfer ownership, you assign a new owner and maintain the file links, permissions, and folder structure (if applicable).

  1. Log in to Google Drive.
  2. Right-click the file or folder you would like to transfer.
  3. Click Organize and then click Move.
  4. Click All locations and then click Shared drives.
  5. Browse to the shared drive you would like to move the file to.
  6. Click Move. Google displays a notification that you are transferring ownership to a shared drive.

Students can use Google Takeout to move files to a non-CMU account. Learn more on our Move Your Student Services page.

Faculty and staff will need to manually export their data.

Any CMU community member may also transfer ownership of a file to a non-CMU account.

Note: Exporting data will not delete the data from your Google account. To free up storage space, you must delete the data from your Google account after exporting it.