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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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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

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. 

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:

• 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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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

1. 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.).

2. ITS will review the request and then reach out to the requestor (if needed) for any further clarification.

3. After ITS works directly with the requestor and the quota exemption is still needed, ITS will provide the requested additional storage as needed.

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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

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 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.

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• 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.