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Due to storage policy changes imposed by Google, Fredonia’s Google Workspace (Gmail, Google Drive, etc.) accounts will no longer offer unlimited storage beginning January July 1, 2023. To comply with the reduced storage quota, the university must implement the following changes:
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Over the past several years, there have been unpreceded changes across higher education that range from extreme financial challenges due to low enrollment, increased regulatory mandates, and an increase in the number of security threats (e.g. phishing attacks) that have required us to make difficult decisions to ensure the University is able to continue to provide a safe, secure, and user-friendly computing environment for the entire campus community.
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The cost savings associated with these changes are well over an estimated million dollars annually. These estimated savings include Google licensing, Duo Multi-factor Authentication licensing to protect all Fredonia accounts as required by the campus Cyber insurance as well as regulatory requirements, and IT support staff needed for these mission-critical services.
In order to provide close to the same level of data storage to all 22K+ current Fredonia Google Workspace users and protect those accounts adequately, it would cost the University approximately (est. $1,056,000 Google licensing + $75,000 Duo MFA licensing) $1,131,000 annually.
How did the University prioritize these cost savings relative to other expenditures at SUNY Fredonia?
The SUNY Fredonia Information Technology Advisory Board (ITAB), the Chief Information Officer, and the President’s Cabinet work together to review technology expenditure costs, options, and the impact of changes to provide a safe, secure, and user-friendly computing environment in a fiscally responsible manner.
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Fredonia greatly values and appreciates our Alumni community however, due to recent changes imposed by Google, effective July 1, 2022, the campus will no longer offer SUNY Fredonia Alumni fredonia.edu Gmail accounts or access to other Google Workspace apps. All current Alumni will need to transfer or move their files from their Fredonia Google Workspace Apps (e.g FREDmail, Drive, etc.) to their personal apps before the July 1, 2022 deadline.
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Alumni graduating during the spring of 2022 or December 2021 and all future graduates will have access to their Fredonia Google Workspace account for 2 years after graduation. The quota limit of 20BG applies to these alumni as of July 1.
Alumni who graduated before spring 2022 will not continue to have access to their Fredonia Workspace account and will lose their access to Google Workspace as of July 1, 2022.
When?
On January 1, 2023, Information Technology Services (ITS) will begin implementing storage quotas, deleting over-quota data, and deactivating inactive accounts for all Fredonia Google Workspace users. ITS will communicate regularly with Fredonia Google Workspace users regarding these changes.
What actions are required by users?
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Google Workspace
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Remove email content to fall under the storage quota as listed above
Remove or delete content stored in Drive to below the storage quota
It is recommended that users get their storage below 75% of their quota allowance (15GB) to provide for continuity of services.
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July 1, 2022
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What alternative storage services does the University offer?
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NOTE: If campus users need additional storage space above and beyond the 1TB quota, ITS can increase individual quotas up to 5 TB if users can demonstrate a valid business need for the additional storage. To request additional storage in OneDrive, please submit a tracker ticket by sending an email to tracker@fredonia.edu.Tracker
ITS will be offering OneDrive training sessions to the campus community beginning in May 2022. Stay tuned!
More Information:
Please visit the Using Microsoft OneDrive for more information.
Please visit the complete list of University Approved Data Storage Services for more information.
All University data should be stored in accordance with State University of New York Records Management, Records Retention and Disposition requirements.
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Beginning February 28, 2022, at 2:30 pm ITS will begin offering weekly Google Storage Training sessions via Zoom for the campus community. Please visit the ITS Training Calendar to register!
Please review the alternative storage services available for the campus for more information.
Please refer to the Fredonia Google Workspace Storage FAQ for more information.
What actions do users need to take?
Each Google Workspace user must review their Fredonia Google Workspace storage before January 1June 30, 2023, and, if necessary:
You must check your storage usage to ensure that you are below the limit for your user type (Listed below). A summary of the changes that may affect your account is also listed in the table below this section.
Remove email content and data in Google Drive to fall under the storage quota. It is recommended that users get their storage below 75% of their quota allowance (15GB) to provide for continuity of services.
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For Visitors and Student Association Organizations:
Visitor and SA Organization accounts will Organization account will be limited to 5 GB of email. You must reduce your Gmail storage below 5 GB and move files stored in Drive or other Google Workspace applications to a new location to help you get below your quota.
Affiliation | FREDmail Quota | Enabled Services | Inactive Account Status |
Current Students | 20GB | All Google Workspace for Education services | N/A |
Current Faculty/Staff | 20GB | All Google Workspace for Education services | N/A |
Current Associates | 20GB | All Google Workspace for Education services | N/A |
Emeritus | 20GB | All Google Workspace for Education services | N/A |
Alumni | 20GB | All Google Workspace for Education services | N/A |
Visitors / SA OrganzationsOrganizations | 5GB | All Google Workspace for Education services | Accounts inactive for > 12mo. will be suspended |
Can exceptions be made for individuals that are not able to meet the new quota limitations?
In order to address this change imposed by Google, the University recently purchased a subscription to Google Education Plus that permitted the campus the ability to provide the above-noted quotas. If a user has storage needs that exceed the limitations noted in this document, please send an email to Tracker@fredonia.edu so that ITS can discuss appropriate options.
It is important to note that as of March 29, 2022, out of the over 22,000 current Fredonia Google workspace users 8.1% are currently using more than 15GB of Google storage.
What is the current cost of the campus Google Workspace and Duo MFA licensing?
Fredonia is currently working to decrease the 22,000 Google Workspace accounts to approximately 10,000 by July 1, 2022. These accounts include students, faculty, staff, alumni, emeritus, affiliates, and departmental accounts.
Using 10,000 Fredonia Google Workspace accounts the costs include the following:
Google Workspace Education Plus Ed. - $4.26 x 10,000 accounts = est. $42,600 paid annually
Duo Multi-Factor Authentication (MFA) - $4.40 x 10,000 accounts = est. $44,000 paid annually
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What if I need more data storage above the established quotas?
If users need additional storage or exception to the established quotas after they have reviewed the SUNY Fredonia Data Storage Services, then they should follow the belowData Storage Quota Increase Process.
Data Storage Quota Increase Process
Submit a Data Storage Quota Increase Form. In the Tracker ticket, please provide the justification for the requested additional Google storage and note that it must be for official University business (e.g. instruction, accreditation, regulatory compliance, research, etc.).
ITS will review the request and then reach out to the requestor (if needed) for any further clarification.
After ITS works directly with the requestor and the quota exemption is still needed, ITS will provide the requested additional storage as needed.
NOTE: Any request over 500GB will need to be approved by the direct supervisor of the employee.
Do I Have Any Legal Obligations for Managing Data in My FREDmail Account?
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No. University retention rules do not apply to students, former students, or alumnus alumni FREDmail accounts. Contents of those accounts may be deleted or managed at the discretion of the account owners.
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Reducing the FREDmail account storage of Fredonia staff and faculty may require deleting or managing records and emails that are official university records. Please consult with the University Records Management Office for advice before deleting.
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No. All university records must be stored in approved, university-managed accounts and storage locations. Do not use your personal FREDmail account (nor any other personal account) to conduct university business.
Reach out to the Records Management Office for further guidance.
How do I Check My FREDmail Usage?
You can review the storage used by your Gmail and Drive content at https://drive.google.com/settings/storage.Content
Viewing FREDmail vs. Personal Account Storage
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You will have to sign in with your FREDmail account to view the storage for your FREDmail account.
Follow Google’s instructions for signing in to multiple accounts at once.
Example:
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What does the University offer in terms of alternative storage solutions for the employees, Emeritus, and students?
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If you are a current staff, faculty, or student, a chart detailing the suitability of the FREDmail service for various types of University data are is available at University Approved Electronic Data Storage
See below for moving content to OneDrive.
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You may download data stored in your FREDmail account (Including Drive) via Google Takeout.
Instructions for using Google Takeout are available at: https://support.google.com/accounts/answer/3024190 How to download your Google Data
You could also download individual or multiple folders or files directly from Drive by right-clicking on the selected content and selecting Download from the context menu.
After you download your content, you can move your files to OneDrive by selecting all the folders or files that you want to move to OneDrive and uploading them to OneDrive. For instructions on how to use OneDrive go to https://fredonia-edu.atlassian.net/l/c/8Sumy7PQ . Using Microsoft OneDrive.
How do I Export Gmail Contacts?
If you wish to export your Gmail contacts to re-import them elsewhere, you can view instructions for doing so at: https://support.google.com/contacts/answer/7199294 Google Contacts
How do I Export messages from Gmail?
You may download data stored in your FREDmail account (Including Gmail) via Google Takeout.
Instructions for using Google Takeout are available at: https://support.google.com/accounts/answer/3024190 How to download Google Data
You can save your Gmail exported mbox format file to your U: drive and access it using the mboxview.exe free application. https://fredonia-edu.atlassian.net/l/c/LJFHt4Hb Windows MBox Viewer Application
Email Forwarding Rules:
The Fredonia Computer and Network Usage Policy require that all Fredonia business be conducted with a Fredonia Business account.
Forwarding of FREDmail Business accounts outside of business environments is prohibited.
How can I get help?
Google Storage and Microsoft OneDrive Training sessions are offered via Zoom for the campus community. Please visit the ITS Training Calendar to register!
Please review the alternative storage services available for the campus for more information.
Please refer to the Fredonia Google Workspace Storage FAQ for more information.