FREDmail is a branded Google Workspace service that provides eligible members of The State University of New York at Fredonia community with a university-affiliated '@fredonia.edu' email address as well as unlimited content storage.
The FREDmail Storage Reduction Project will ensure that the total storage of the university's Google Workspace complies with the new storage maximum which will be implemented by Google in July 2022 thereby preventing loss of data, service outages, security risks, and unexpected costs.
ITS will work with more than 21,000 customers to reduce their storage before July 1, 2022 due to Google imposing tenant-wide restrictions on storing data and sending or receiving email.
As of February 2022, FREDmail is utilizing over 238 TB of pooled storage. However, due to a change in the Google storage policy, Google will implement a 100 TB pooled storage quota.
Of the customers impacted: over 8,000 are students, faculty, and staff, and over 12,000 are alumni.
Current faculty, staff, and students, alumni and retiree accounts will be limited to 20 GB of Google Workspace storage, including email and stored files. If a user has more than 20 GB stored in Google, they will be required to migrate their email and/or files to a new location.
Visitors and SA Organization accounts will be limited to 5 GB of email. Users must reduce their Google storage below 5 GB and if needed, remove files stored in Drive to another storage location.
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.
Over the next 6 months, ITS will communicate and implement the above changes to the FREDmail service and reduce the overall storage usage under the 100 TB quota prior to the July 1, 2022 deadline.