<div dir="ltr"><span id="gmail-docs-internal-guid-79e127f8-7fff-ba54-1a22-a61864355c9f"><h3 dir="ltr" style="line-height:1.38;margin-top:16pt;margin-bottom:8pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(255,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Reminder: Action Required to Preserve Data Shared by Former UCR Students and Colleagues</span></h3><h3 dir="ltr" style="line-height:1.38;margin-top:16pt;margin-bottom:8pt"><span style="font-size:14pt;font-family:Roboto,sans-serif;color:rgb(0,61,165);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Key Takeaways</span></h3><ul style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;font-weight:700;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Faculty must take action by September 20, 2024</span><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">, 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.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:8pt" role="presentation"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">A </span><a href="https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sys_id=f511ab4d477ac214c85323c4116d4376" style="text-decoration-line:none"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">storage quota</span></a><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline"> 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, </span><span style="font-size:11pt;font-weight:700;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">qualifying alumni accounts will be reset on September 20, 2024, if the account storage is over the applied limit. </span></p></li></ul><br><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:8pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Good Afternoon,</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:8pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">I am writing to remind faculty that, in keeping with </span><a href="https://its.ucr.edu/blog/2023/11/06/upcoming-changes-storage-email-and-calendar-services" style="text-decoration-line:none"><span style="font-size:11pt;font-family:Roboto,sans-serif;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">UCR’s storage reclamation efforts</span></a><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">, the new storage quota for alumni was implemented on September 3. Over the course of the past few months, alumni have been advised to reduce their storage to 10.00 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. </span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:8pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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: </span></p><ul style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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 “</span><span style="font-size:11pt;font-style:italic;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Shared with me</span><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">” section of their Workspaces.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">To prevent data loss, faculty may make copies of desired files and save them to a </span><span style="font-size:11pt;font-style:italic;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Shared Drive</span><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline"> they manage (recommended for data continuity) or to </span><span style="font-size:11pt;font-style:italic;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">My Drive</span><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">. Detailed instructions can be found in </span><a href="https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012172&sys_kb_id=27bebe4247014a50c85323c4116d43ba&spa=1" style="text-decoration-line:none"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">this Knowledge Base article</span></a><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="font-size:11pt;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">The removal of expired Google accounts has commenced. </span><span style="font-size:11pt;font-weight:700;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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. </span></p></li></ul><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Please refer to the attached letter for more detailed information and guidance on shared data. </span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:8pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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 (</span><a href="https://its.ucr.edu/blog/2023/11/06/upcoming-changes-storage-email-and-calendar-services" style="text-decoration-line:none"><span style="font-size:11pt;font-family:Roboto,sans-serif;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">read more about it on the ITS website</span></a><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">). 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. </span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">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 </span><a href="https://ucrsupport.service-now.com/ucr_portal/?id=sc_cat_item&sys_id=49a68b3c1ba1d010b34a3333cc4bcb57" style="text-decoration-line:none"><span style="font-size:11pt;font-family:Roboto,sans-serif;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">submit a storage consultation request</span></a><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">.  </span></p><br><br><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Sincerely,</span></p><br><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-weight:700;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Matthew Gunkel</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Associate Vice Chancellor and Chief Information Officer </span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Information Technology Solutions</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:11pt;font-family:Roboto,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">University of California, Riverside</span></p></span><br class="gmail-Apple-interchange-newline"></div>