[Faculty] Reminder Re: Safeguarding Faculty Research Data in Google Workspace

[UCR Information Technology Solutions]

Key Takeaways

   -

   Faculty must take action by September 20, 2024, to identify and secure
   important files shared with them by students and colleagues who have left
   UCR, as these files risk deletion due to changes to Google Workspace.
   -

   A storage quota
   <https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sys_id=f511ab4d477ac214c85323c4116d4376>
   is now applied to alumni (individuals who obtained a degree from UCR)
   accounts 365 days from the date of the graduate’s degree conferment. As a
   result of this change, qualifying alumni accounts risk being reset on
   September 20, 2024, if the account storage is over the applied limit.


Good Afternoon,

I am writing to inform faculty that, in keeping with UCR’s storage
reclamation efforts
<https://its.ucr.edu/blog/2023/11/06/upcoming-changes-storage-email-and-calendar-services>,
the new storage quota for alumni was implemented on Tuesday. Over the
course of the past few months, alumni have been advised to reduce their
storage to 10 GB or less. Any alumni who remain over the quota on September
20, 2024, risk having their R’Mail account reset, an action that
irrevocably deletes all data and email stored within the account.

As communicated previously (see attached letter), this has the potential to
impact faculty who do not obtain ownership of important data shared with
them by students. Specifically, it is important to note:

   -

   Files and folders shared with faculty by students and colleagues who
   have left UCR are at risk of being removed if faculty don’t make copies of
   the files to change ownership.
   -

   Faculty need to act now to review Google Workspace files and folders,
   identifying any at-risk files. In particular, faculty are encouraged to
   review data in the “Shared with me” section of their Workspaces.
   -

   To prevent data loss, faculty may make copies of desired files and save
   them to a Shared Drive they manage (recommended for data continuity) or
   to My Drive. Detailed instructions can be found in this Knowledge Base
   article
   <https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012172&sys_kb_id=27bebe4247014a50c85323c4116d43ba&spa=1>
   .
   -

   The removal of expired Google accounts has commenced. Faculty must make
   copies of any data they do not currently “own” that they wish to keep (see
   below for explanation of ownership) by September 20, 2024, in order to
   preserve data. After this date, the recovery of such data will not be
   possible.

Please refer to the attached letter for more detailed information and
guidance on shared data.

As I wrote in my November 8 email last year, the need to adjust UCR’s
storage quotas is directly tied to Google and Microsoft’s decision to move
away from unlimited and low-cost online storage offerings (read more about
it on the ITS website
<https://its.ucr.edu/blog/2023/11/06/upcoming-changes-storage-email-and-calendar-services>).
UCR must be in compliance with the new campus-wide storage limitations by
November 1, 2024. Storage reclamation and removal of ineligible Google
accounts are some of the many steps we are taking now to ensure the campus
meets this enforcement deadline.

I appreciate your continued support and collaboration as we navigate these
changes together. If you have any questions about storage options, please
contact ITS at (951) 827-4848 or submit a storage consultation request
<https://ucrsupport.service-now.com/ucr_portal/?id=sc_cat_item&sys_id=49a68b3c1ba1d010b34a3333cc4bcb57>
.


Sincerely,

Matthew Gunkel

Associate Vice Chancellor and Chief Information Officer

Information Technology Solutions

University of California, Riverside
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