What's changing with Fredonia's Google Workspace accounts?
Due to storage policy changes imposed by Google, Fredonia’s Google Workspace (Gmail, Google Drive, etc.) accounts will no longer offer unlimited storage beginning July 1, 2023. To comply with the reduced storage quota, the university must implement the following changes:
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NOTE: This change and the new quotas impact all Google Workspace applications (Gmail, Drive, Shared Drive, Sites, Photos, etc.).
Why is Fredonia making these changes?
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.
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.
How are Alumni impacted by this Google storage change?
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 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.
What alternative storage services does the University offer?
Microsoft OneDrive is Microsoft’s cloud storage service part of the Office365 suite available to all faculty, staff, emeritus, and students. This cloud storage solution should only be used to store business-related data (no personal data) and is comparable to Google Drive. Only Category I - Public or Category II - Private University data should be used with this solution. OneDrive provides the ability to store your documents in the cloud so that they can be securely accessed from anywhere via the Internet. On University-owned desktops and laptops, OneDrive functions as if it were a local drive for ease of use. It also provides the ability to share documents similar to the way Google Drive allows you to share documents. With OneDrive users have a 1 terabyte (TB) quota limit.
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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.
What actions do users need to take?
Each Google Workspace user must review their Fredonia Google Workspace storage before June 30, 2023, and, if necessary:
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Visitor and SA 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 Organizations | 5GB | All Google Workspace for Education services | Accounts inactive for > 12mo. will be suspended |
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.
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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?
For Faculty, Staff, and Emeritus:
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No. University retention rules do not apply to students, former students, or alumni FREDmail accounts. Contents of those accounts may be deleted or managed at the discretion of the account owners.
As an Employee, what are my Obligations When Reducing Files and Emails Stored in my FREDmail Business Account?
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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Personal use emails, photographs, and other personal files
Department social emails e.g., “cookies at the front desk” or “Join us for Ben’s retirement party”
Memos from other university departments
Unsolicited advertisements
Am I Allowed to Store Official University Data in my Personal Account?
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
Viewing FREDmail vs. Personal Account Storage
If you are already logged in to Google with a personal account, you may be shown your personal account storage allocation and usage instead.
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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?
For Students, Faculty, and Staff:
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For alumni and former students, the university is unable to provide recommendations for 3rd party commercial services.
How do I Export Files from Google Drive?
You may download data stored in your FREDmail account (Including Drive) via Google Takeout.
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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 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: Google Contacts
How do I Export messages from Gmail?
You may download data stored in your FREDmail account (Including Gmail) via Google Takeout.
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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.