How to manage storage changes in Google Workspace for Education

When it comes to cloud services, storage space is often taken for granted. But now that Google has announced new limitations to its storage policy, Google Workspace for Education users are scrambling to consider the implications.

But don’t worry, there’s a lot to do with cloud storage. The key to mitigating these changes is understanding exactly why Google storage is changing, how its new policy will affect your school district, and what you can do to optimize storage space in your own cloud environment.

Why Google is changing your cloud storage limit

It’s safe to say that Google’s announcement will ruffle the feathers of nearly every school district. The few districts that operate exclusively in Microsoft Office will not be affected by the change.

But the vast majority of districts — at least 83% according to EdWeek Research Center — are Google Workspace for Education customers. This means that since its initial release as Google Apps for Education (and later G Suite for Education) in 2006, many schools have become accustomed to free, unlimited cloud storage.

From July 2022, however, this will no longer be the case. Going forward, Google’s cloud storage will be limited to 100TB of data per Education customer, shared between Each Google app provided by Workspace. This means that every type of data produced in your Google Account, whether it’s a Google Doc, Google Spreadsheet, Google Chat or anything else, will now count towards this capacity.

In their initial announcement, Google explained their rationale:

“Google has traditionally offered free unlimited storage to eligible schools and universities”the company said. “However, as we expand to serve more schools and universities each year, storage consumption has also accelerated rapidly.”

In other words, it’s simply unsustainable that Google Drive offers unlimited cloud storage any longer. According to DOMO estimates, more than 2.5 quintillion bytes of data are created daily, with this figure growing exponentially.

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<h3>What is Google actually changing?</h3>
<p>As mentioned, Google limits cloud storage to 100TB of data per customer.  The company claims this is enough storage space for around 100 million documents, 8 million presentations or 400,000 hours of video.</p>
<p>Google calls this a policy of “pooled storage”.  In simple terms, this means the storage is shared by every user in your school district.  Therefore, each bit of data created by each Google account will count towards the 100 TB limit.</p>
<p>In particular, shared files <em>in</em> your school district will not affect storage.  For example, an email attachment received externally will not contribute to your allocated storage space, but any communication sent internally (from your school district) will.</p>
<p>Here’s another critical change: Any file created and existing before these changes won’t count against the limit until it’s changed.  If you access an old document and modify its contents, it will now be limited to this capacity.</p>
<p>Unfortunately, Google doesn’t offer any way to add additional storage outside of upgrading your Google Workspace for Education subscription.  Here’s how each edition breaks down in terms of storage capacity:</p>
<li><strong>Fundamentals:</strong> Free with 100TB of pooled storage.</li>
<li><strong>Standard:</strong> 100 TB of pooled storage.</li>
<li><strong>Upgrading teaching and learning:</strong> 100TB plus 100GB additional storage per license.</li>
<li><strong>Education Plus:</strong> 100TB of pooled storage, plus 20GB added per license.</li>
<p>If you’re an institution with more than 20,000 students, faculty, or staff, you may be eligible for an additional 5 GB of base storage space for each active user.  Otherwise, your only option is to upgrade to Education Plus or manage the cloud storage you already have.</p>
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<h3>How to manage storage limits in your school district</h3>
<p>According to Google, 100 TB is more than enough capacity for 99% of establishments.  That said, data is growing every day, and storage limits could pose a significant challenge for school districts with rapidly accelerating cloud environments.</p>
<p>Why?  Because your Google cloud storage can quickly fill up with unseen data sources.  There are many ways students and staff can use school-provided cloud services that quickly eat away at your storage space.  For example, it’s not uncommon for students to store particularly large video files or photo albums in their Google Drive.</p>
<p>The good news is that there is an easy fix.  With the right tools, you can monitor your cloud environment, optimize storage space, and rid your Google cloud of unnecessary files.  This is one of the often overlooked features of a cloud-based Data Loss Prevention (DLP) solution.</p>
<p>Cloud DLP software isn’t just about data security or privacy.  They are also good at cleaning up your cloud environment of anything that takes up too much space.  If an old document is changed by mistake, for example, you can quickly identify it and prevent it from counting against your pool’s storage capacity.  By extension, the DLP cloud is particularly useful in identifying inappropriate or non-educational content, such as pirated movie files or recorded video streams.</p>
<p>At ManagedMethods, we know that storage limits are a growing concern.  That’s why we designed our out-of-the-box cloud security platform to simplify storage management and allow you to focus on other critical tasks, such as risk mitigation and data protection. students.</p>
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*** This is a syndicated blog from the ManagedMethods Security Bloggers Network written by Alexa Sander. Read the original post at:

Sam D. Gomez