[Faculty] Campus Data Storage Updates

[UCR Information Technology Solutions]

Good morning,

As we commence fall quarter and security enhancements, I write to bring
your attention to recent updates regarding Google Workspace that reflect
UCR’s broader pivot toward modern, secure, and sustainable data management
practices. These changes are designed not only to keep us in step with the
evolving landscape of digital storage but also to help ensure the security
and continuity of our university’s data.

Overview of Storage Updates

   -

   Personal My Drive Quotas: As communicated previously, storage quotas
   were applied to My Drive accounts in June, with an enforcement date of
   September 20 for alumni. If any valuable data that was shared with you
   is missing or inaccessible, you must contact ITS by October 9, 2024, to
   request assistance. We have identified a way to temporarily retrieve
   deleted alumni data, however, after October 9 the data will be
   permanently lost. For more information, please refer to previous
   communication (see attached).
   -

   Shared Drive Management for Data Continuity: In an effort to strengthen
   data continuity and security, only faculty, staff, and affiliates can
   create Shared Drives. This shift helps ensure that university-owned work,
   whether it’s research, administrative files, or student organization
   activities, is managed by individuals who are responsible for its long-term
   preservation and curation. While students can no longer create Shared
   Drives, you can invite them as contributors to drives you manage, ensuring
   collaborative work continues smoothly. For more information about the terms
   of use for Shared Drives, please refer to this knowledge article
   <https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sys_id=e864560e9378561007c0b1597bba10a4>
   .
   -

      If you are not familiar with drives, this 30-second video
      <https://youtu.be/-mE3-LhuAms> explains the difference between My
      Drive and Shared Drives in Google Workspace. You may also want
to reference these
      drive cheat sheets
      <https://support.google.com/a/users/answer/9300017?hl=en&ref_topic=13022956&sjid=1745401384860904568-NC>
      and additional guidance
      <https://support.google.com/a/users/answer/9282958?visit_id=638623626830166105-3895470229&hl=en&rd=1>
      .
      -

   Storage Options for Faculty: The standard Google Workspace storage
   allotment for faculty is 100 GB of personal My Drive storage and 1 TB of
   storage per Shared Drive. In the event you need to request additional
   Workspace storage, you can submit a request to ITS
   <https://ucrsupport.service-now.com/ucr_portal?id=sc_cat_item&sys_id=91fa07fb1b4f3910e4b40dc2cd4bcbd0>.
   Alternate storage options <https://its.ucr.edu/storage> available to
   faculty can be found on the ITS website.


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
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20240925/beaa4733/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 7-20-24 Shared Data - Letter to Academic Senate.pdf
Type: application/pdf
Size: 122301 bytes
Desc: not available
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20240925/beaa4733/attachment-0003.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 9-5-24 Reminder Re_ Safeguarding Faculty Research Data in Google Workspace.pdf
Type: application/pdf
Size: 136800 bytes
Desc: not available
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20240925/beaa4733/attachment-0004.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 11-8-23 Faculty Notice_ Upcoming Changes to Storage, Email, and Calendar Services.pdf
Type: application/pdf
Size: 123094 bytes
Desc: not available
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20240925/beaa4733/attachment-0005.pdf>