Google has announced changes to its storage policies for educational institutions, impacting universities like ISU (Idaho State University). These changes mean the era of unlimited data storage is ending, and new limits are being introduced. If you’re wondering about your Google Drive storage, particularly how it affects your photos, you’re in the right place. This article breaks down the new Google storage limits, specifically addressing the question of Which Photos Are Included In Google Drive Limits and what you need to do to manage your digital content effectively.
What’s Changing with Google Storage?
Universities, including ISU, are facing a shift in Google’s approach to data storage. Previously, Google provided unlimited storage under their education service agreements. However, this is no longer sustainable for Google without significant costs for universities. As storage usage grows, so do these costs. To adapt to this change and manage budgets effectively, ISU is implementing new data storage limits for all Google accounts associated with the university.
These new limits apply broadly to your ISU Google account, encompassing not just Google Drive, but also Gmail and various Google Workspace applications like Google Docs, Sheets, and Slides. Importantly, Google Photos will no longer be available through ISU accounts after April 15, 2024. This means any photos currently stored in Google Photos under your ISU account will need to be managed.
How Do Google Drive Limits Affect Your Photos?
With the new storage limits, any photos you store in Google Drive will count towards your allocated storage quota. This is crucial because while Google Photos is being discontinued for ISU accounts, users might still have photo files saved directly in their Google Drive folders. These files absolutely contribute to your storage usage.
Furthermore, the discontinuation of Google Photos as an ISU service means you will lose access to the Google Photos application and any photos stored within it through your ISU account after the deadline. Therefore, the key takeaway is that while Google Photos itself is being removed, photos stored in Google Drive do count towards your storage limits, and photos in Google Photos need to be removed or transferred.
Understanding Your Storage Quota
The new storage limits are role-based, meaning the amount of storage you receive depends on your affiliation with ISU. Here’s a breakdown:
Storage Limits Based on Role at ISU
| Role | Storage Limit |
|---|---|
| Executives | 50 GB |
| Deans | 50 GB |
| Faculty (including Emeritus) | 50 GB |
| Adjunct Faculty | 30 GB |
| Affiliate Faculty | 20 GB |
| Staff | 20 GB |
| Temporary Employees | 20 GB |
| Students | 10 GB |
| Alumni (not employees) | 5 GB (email only) |
| Retirees | 5 GB (email only) |
| Departments | 20 GB |
| Shared Drives | 20 GB |
| Existing Service/Club Accounts | 10 GB |
If you hold multiple roles, you will be assigned the higher storage limit. It’s also important to note that purchasing additional storage for your ISU Google Account is not possible.
How to Check Your Current Storage Usage
Knowing your current storage usage is the first step in managing your files effectively. Here’s how to check:
For Students, Faculty, and Staff:
- Go to the Drive Storage Link.
- Log in to your ISU Google Account.
For Alumni and Retirees:
- Log in to your ISU Email.
- Scroll to the bottom of the page to find your storage usage details.
For more detailed instructions, you can visit the Google Storage knowledge base.
Managing Your Files and Staying Within Limits
To ensure you remain within your new storage limit and don’t lose access to important files, you’ll need to take proactive steps to manage your Google Drive content.
1. Remove Photos from Google Photos:
As Google Photos will be inaccessible after April 15, 2024, it’s crucial to remove all photos from this service if you wish to keep them. This includes both personal and work-related photos. For work-related images, consider moving them to Box, ISU’s supported cloud storage solution for professional files. Remember to un-sync your phone from Google Photos to prevent automatic backups to your ISU account. Detailed instructions for transferring and deleting Google Photos are available.
2. Move Personal Files Out of Your ISU Google Account:
Transfer personal files and documents to a personal storage device, a separate personal Google account, or a commercial cloud storage service. Google Takeout is a helpful tool for this process, and you can find more information here. Refer to Google Account Help for further guidance.
3. Delete Unnecessary Files:
Regularly purge files you no longer need from Google Drive, including documents, spreadsheets, presentations, and images. Sorting your Drive by file type can help you identify and delete similar files in bulk.
4. Move Old Work-Related Files to Box:
Employees should move older, important, work-related files to Box. Use Google Takeout to assist with this process (Google Take Out info). Instructions for uploading files to Box are available here.
5. Review Gmail and Attachments:
Gmail storage also counts towards your limit. Delete old emails, unnecessary files, and personal correspondence. For official email retention policies, consult the State Board of Education – Higher Education Records Retention Schedule.
6. Manage Shared Drives:
Understand how shared drives contribute to storage. Departmental shared drives have a 20GB limit and belong to the department. For individual shared files, storage counts against the file owner. Learn how to [transfer ownership](instructions on transferring ownership would be here, but not in original text – consider adding a generic link to Google Drive help for sharing/ownership).
Remember to Empty Your Trash: When deleting files, remember to empty your Google Drive trash. Deleted items remain in the trash for 30 days and still count towards your storage until permanently deleted from the trash.
Key Dates for the Transition
- November 9, 2023 – Alumni Notified of Google Changes (ISU Alumni Email for Google Changes)
- February 20, 2024 – Alumni Drive and Photos access disabled
- February 21, 2024 – Google Storage Limits Forum (Google Storage Limits Forum)
- April 15, 2024 – Google Photos disabled for all ISU
- May 7, 2024 – All Google accounts under storage limits
In Conclusion
The changes to Google storage limits are significant, especially regarding photos and Google Photos for ISU account holders. Understanding which photos are included in Google Drive limits – essentially, any photo files you store in Google Drive – and taking proactive steps to manage your storage is essential. By reviewing your storage usage, removing unnecessary files, and transferring photos out of Google Photos and personal files out of your ISU account, you can ensure a smooth transition and continued access to your important digital resources. Act now to avoid any disruption and stay within your allocated storage limit.
