UTmail Storage Reduction

December 21, 2021

Google Workspace for Education (formerly known as G Suite for Education) which powers the UTmail service will undergo a significant change to the storage policy resulting in a new pooled storage model by Google. Traditionally the storage policy offered unlimited storage to qualifying universities, including The University of Texas at Austin, for free.

Google will implement a 545 TB pooled storage quota on UTmail beginning December 2022. As of November 2021 UTmail currently utilizes 6.4 PB of data. 

UTmail is a branded Google G Suite service that provides eligible members of The University of Texas at Austin community with a university-affiliated '@utexas.edu' email address as well as unlimited content storage. 

The UTmail Storage Reduction Project will ensure that the total storage of the university's G Suite complies with the new storage maximum which will be implemented by Google in December 2022 thereby preventing loss of data, service outages, security risks, and unexpected costs.

ITS will work with more than 270,000 customers to reduce their storage before November 1, 2022  due to Google imposing tenant-wide restrictions on storing data and sending or receiving email.

 

Storage

As of November 2021, UTmail is utilizing over 6.4 PB of pooled storage. However, due to a change in the G Suite storage policy, Google will implement a 545 TB pooled storage quota.

 Of the customers impacted: 70,000 are students, faculty, and staff, and 200,000 are alumni and retirees.

  • Current faculty, staff, and students accounts will be limited to 5 GB of Google Workspace storage, including email and stored files. If a user has more than 5 GB stored in Google, they will be required to migrate their email and/or files to a new location. 

  • Alumni and Retiree accounts will be limited to 1 GB of email.  Google Workspace applications, including Drive, will no longer be available. Users must reduce their Google email storage below 1 GB and remove files stored in Drive to another storage location.   

  • Enable activity-based de-provisioning for Alumni and Retiree accounts.  After 365 days of inactivity, an account will be archived, then deleted after 120 days. 

  • The project team is working with campus governance to develop a storage strategy and create an online guide to assist users with storage selection.

 

Goals

The goals of this project and ultimate success criteria are:

  • Work with governance to develop the service strategy and policies. 

  • Define role-based storage quotas and account availability policies.  

  • Implement customer-focused communications to effectively share the timeline and goals with stakeholders and customers. 

  • Develop documentation for content management best practices. 

  • Implement guidance to assist users in migrating data to prevent data loss. 

  • Apply newly defined storage quotas to user accounts. 

  • Delete data prior to Google’s imposition of storage limits and associated impact to the service. 

  • Reduce risk to the university by having customers eliminate records that are eligible for disposition. 
     

Timeline

Over the next 12 months, ITS will communicate and implement the above changes to the UTmail service and reduce the overall storage usage under the 545 TB quota prior to the December 31, 2022 deadline.

 

To view project documents and files click here.