Storage Guidance for your Data

All are required to review Google storage usage

Changes to Google Workspace are coming into effect at the University of Alberta (U of A) on January 31, 2025. Review the following information regarding storage guidance for your data.

Steps for reducing storage usage

Learn how to reduce your Google Storage usage by information and application type.

Reducing Your Google Storage Usage

Storage Guidance For Your Data

Review the Data Storage Guidelines  which are intended to help members of the university community to identify, understand, manage and use university data appropriately.

Select your type of data for specific storage guidance

Research Teaching + Learning Administrative Work Students in Research

Research Records and Data

Applicable to: Academic staff, professors, Primary Investigators, lab leads, etc.

  1. Research records and data that does not require external collaboration and concurrent editing
    Utilize the Research Data Storage Service (RDSS) which provides a powerful on-site data storage solution for up to 50 TB of storage per P.I. or research group at no charge.
  2. Research records and data that requires external collaboration and concurrent editing
    Create a Google Shared Drive for research materials for work with external collaborators who do not have a Guest CCID. Please see note above about Shared Drives.

    For more information about Shared Drives, use these resources:

  3. Archiving inactive research records and data
    Use Google Takeout to download a copy of your My Drive and Gmail data (includes attachments). Once downloaded, store in a secure storage option like the Research Data Storage Service.

    For more information about using Google Takeout:

Review Data Storage Reduction Guidance »

Teaching and Learning Records

Applicable to: Professors, academic and non-academic instructors, librarians, etc.

  1. Teaching videos and audio
    YuJA provides 150 GB of video and audio storage for both academic and non-academic instructors and is integrated and available through eClass or Canvas. If you access either via an 'instructor' role, it automatically grants you instructor permissions in YuJA.
  2. Teaching data that does not require simultaneous and real-time collaboration
    Store teaching materials on the Department Network File Storage (DNFS) Service. Read the DNFS Info Sheet .
  3. Teaching data that requires external collaboration and concurrent editing
    Create a Google Shared Drive for teaching materials that require simultaneous and real-time collaboration. Please see note above about Shared Drives.

    For more information about Shared Drives, use these resources:

Review Data Storage Reduction Guidance »

Administrative Work

Applicable to: files that are not research data or for teaching a course (i.e., HR forms, operational, finance, etc.)

  1. Administration files that do not require simultaneous and real time collaboration
    Store teaching materials on the Department Network File Storage service (DNFS). Read the DNFS Info Sheet . This on-premise solution provides secure, simple file storage and access permissions, but without built-in tools for document handling, collaboration or compliance management
  2. Administration files that are considered official records
    Utilize Alfresco, the university’s electronic document and records management system (EDRMS). It allows for advanced collaboration, secure access controls and detailed audit trails, making it ideal for departments and faculties needing structured document management and compliance.

    For more information about Shared Drives, use these resources:

  3. Administration files that requires simultaneous and real time collaboration
    Create a Google Shared Drive for administrative materials that require simultaneous and real time collaboration. Please see note above about Shared Drives.

    For more information about Shared Drives, use these resources:

Review Data Storage Reduction Guidance »

Students Conducting Research

  1. Research that does not require external collaboration and concurrent editing
    Utilize the Research Data Storage Service (RDSS) which provides a powerful on-site data storage solution for up to 50 TB of storage per PI or research group at no charge. As a student conducting research, you can be added by your Primary Investigator (PI) to the service which is approved for sensitive data storage.
  2. Research data that requires external collaboration and concurrent eEditing
    Create a Google Shared Drive for research materials that require simultaneous and real time collaboration. Please see note above about Shared Drives.

    For more information about Shared Drives, use these resources:

Review Data Storage Reduction Guidance »

Frequently Asked Questions

Find more information and answers to your questions on Google Workspace Changes FAQ »

Submit your questions

If you require additional information, submit your question using this feedback form.

If you are faculty or staff member, we also encourage you to connect with your Senior IT Partner to discuss any questions or concerns you may have.