Google Workspace Changes

The News: In the coming months, IT teams across UA will be making changes to our Google Workspace storage policy. The changes will help us address increasing Google Workspace storage costs, optimize our digital storage solutions, and ensure storage sustainability moving forward. All colleges and universities nationwide who use Google Workspace are having to make similar changes.   

The Details: The storage landscape is changing at UA. In 2021, Google announced a new model for Google Workspace for Education (GWE) and an end to unlimited storage. UA’s Office of Information Technology (OIT) has been able to delay full implementation of those limits to December 2025. 

  • UA’s existing storage far exceeds Google’s new limits, and maintaining current levels of usage would incur significant cost increases.
  • Over the coming months, IT Services will be working with UAA stakeholders to reduce our storage footprint, and we will be working with the system office to develop new storage policies and limits.

Zoom Out: New strategies will improve how and where we store our digital assets and maximize resources. As we move towards these goals together, UA OIT along with IT teams at UAA, UAF, and UAS will provide the information and support to navigate this change. 

Likely forthcoming actions include: 

  • Limiting usage of some Google tools like Google Photos
  • Developing additional tools to help the universities to manage their own allocations
  • Retaining inactive employee and student data for limited time periods
  • Developing retention policies 
Last Updated: 6/6/2025:
  • UA System Office Concludes Google Photos Access; Prepares for December Storage Deadline

    As part of ongoing efforts to manage digital storage, OIT officially ended access to Google Photos within UA Google Workspace as planned on May 31, 2025. Thank you to everyone who helped by deleting photos from the Google Photos App. This move aligns with UA's broader strategy to comply with Google's updated storage policies and to mitigate escalating storage costs.

    The discontinuation of Google Photos is a significant step in UA's plan to reduce its digital storage footprint. In 2021, Google announced the end of unlimited storage for Google Workspace for Education, setting a new model that took effect in July 2022.

    Action Required: Data Management Before December 31, 2025

    UA faculty, staff, and students are urged to proactively manage their digital storage:

    • Personal Data: Individuals should back up or migrate personal files, including photos and documents, from UA Google Drive accounts to personal storage solutions. Personal data should not reside on UA cloud storage or work-related devices.
    • Work-Related Data: Employees should review Google Drive content and delete any files that are no longer needed.

     

    Best Practices for Efficient Storage Management

    To facilitate a smooth transition and ensure compliance with the upcoming storage limits, UA recommends the following best practices:

    • Regularly Review Storage Usage: Periodically assess your storage consumption to identify and delete unnecessary or outdated files. For an overview of your entire UA Google storage usage, along with current quotas, visit https://drive.google.com/drive/u/1/quota
    • Organize Files: Maintain concise folder and file names, while steering away from a structure of folders within folders. This eases access and reduces file redundancy.
    • Review File ownership: If you have shared documents in your drive that are used by a group or team, move them into a shared drive.
    • Review Permissions: Regularly audit members of each shared drive. Ensure that access is granted appropriately and revoke permissions that are no longer necessary

     

    Support and Resources

    For questions about storage limits, alternatives, or assistance, contact UAA Information Technology Services using one of the following method:

    Service Portal: https://service.alaska.edu/TDClient/36/Portal/Home/
    Phone: (907) 786-4646
    Email: uaa.techsupport@alaska.edu

    By taking proactive steps now, UA community members can ensure a seamless transition ahead of the December 31, 2025, storage policy enforcement, thereby contributing to the university's commitment to sustainable and cost-effective digital resource management.

  • Google Photos Access Ends May 31st, 2025

    The News: As a part of ongoing efforts to reduce UA’s Google Storage footprint, access to Google Photos, a service within the UA Google Workspace, will go away on May 31, 2025.

    Why it Matters: After May 31, 2025, any photos or photo backups to Google Photos accessed via your UA Google account will be lost.

    What to Do: Before May 31, 2025, back up or migrate any personal or nonwork photos stored in UA Google Photos to a personal Google Photos account or other personal cloud or on-device storage.

    • Remember: Personal photos should not be stored on UA cloud storage, including your UA Google Drive, Microsoft OneDrive or on any work equipment or locations.
    • Work-Related Photos (related to your job duties) - Work with your supervisor to move institution photos to an appropriate location. 

    The Big Picture: Sunsetting Google Photos is a part of our ongoing effort to reduce UA’s Google Workspace footprint. In February 2021, Google announced a new model for Google Workspace for Education (GWE) and an end to unlimited storage, effective July 2022. UA has been able to delay full implementation of those limits until now, and we need to move quickly to reduce our storage footprint and avoid additional costs.

    • UA’s existing storage far exceeds Google’s new limits, and maintaining current levels of usage will incur significant costs.  
    • Over the coming months, OIT and campus IT departments will be working with University stakeholders across the system to reduce our storage footprint, including developing new storage policies and limits to be more sustainable.

    Need Help? 

    For questions about storage limits, alternatives, or assistance, contact UAA Information Technology Services

    Service Portal: https://service.alaska.edu/TDClient/36/Portal/Home/
    Phone: (907) 786-4646
    Email: uaa.techsupport@alaska.edu

 

 General Questions

  • Why is the university changing it's Google Storage Policy?
    Google has ended its unlimited storage offering for educational institutions. Consequently, the University of Alaska must adapt by managing our storage within a new, limited quota system. This change requires us to revise our current data storage practices and policies.
  • Why is the university disabling access to Google Photos in early summer 2025?
    To align with new storage management policies and reduce our overall storage footprint, the University of Alaska will be discontinuing Google Photos. Starting May 31, 2025, users won't be able to access photos through the Google Photos app or service. After this change, photos can still be stored directly in Google Drive, which will count towards one’s total storage use. Please transfer any important photos from Google Photos to Google Drive before the deadline.
  • When do these changes take effect?
    The new Google Storage limits will take effect on July 1, 2025. Access to Google Photos will be disabled earlier, starting May 30, 2025. It's important to review and adjust your storage and photos well in advance of these dates to avoid any disruptions.

Managing Your Storage

  • What types of files take up the most space?

    Typically, large video files, high-resolution photos, and large email attachments occupy the most space. Regularly reviewing and cleaning these files can help manage your storage effectively.

  • How can I check my current storage usage?

    To check your current storage usage, go to Google Drive, open Settings, and select Storage. Your total storage used will be displayed at the top of the page.

  • How can I download a copy of my data? 
    To download a copy of your data, log into any Google Workspace service such as Gmail, click on your Google account (or your image) and choose “Manage your Google account”, choose Data & Security in the side menu, scroll down to “Download or delete your data”, and choose “Download your data”. You will see a list of Google services and many will already be checked. You can click on “Deselect all” or manually uncheck any you don’t wish to include. Ensure you select the ones you do want to download data out of and then choose “Next Step” at the bottom. Select your preferred delivery method, frequency, file type, and size limit and then click on “Create export”. 
  • How do I identify the information that can be deleted from Google Drive?
    To identify what you can delete from Google Drive, review your storage usage by accessing the ‘Storage’ section in your Drive ‘Settings’. Then sort files by size to find large, unnecessary files, such as old drafts, duplicate documents, large video files, or outdated presentations. Use search functions to target specific file types or dates to identify files you no longer need. Consider moving files to the ‘Trash’ temporarily before permanently deleting them. 
  • How do I reduce my storage usage?
    To reduce your storage usage:
    • Delete large files that are no longer needed, such as videos and old backups
    • Delete documents that exceed your university’s retention policy requirements.
    • Empty the trash in Google Drive to permanently remove deleted files.
    • Consider optimizing photo storage by adjusting the quality settings in Google Drive.
    • Move less frequently accessed files to external storage solutions.

Research & Special Considerations

Support & Next Steps