list for communication and collaboration related to NET+ Google Workspace for Education

[Dana Voss <>]

Hi All: 

Google announced yesterday that starting on January 23, 2023, shared drive default limits will be rolled out if there is no existing limit already set by an admin at the top-level Organizational Unit (OU). This is to ensure shared drives are properly protected moving forward, and protection is in place in alignment with January enforcement dates for many of Google's customers.

Google prepared a document with best practices for Shared Drive Quota Management which we hope you will find helpful in handling this upcoming change:

https://drive.google.com/file/d/10selJ3CPkbAzxDXgb4EVX4Cvmg7XF-pN/view?usp=sharing

Thanks,

Dana

Dana C. Voss

Program Manager | Internet2 | 239-776-4802

---------- Forwarded message ---------
From: The Google Workspace Team<>
Date: Wed, Dec 7, 2022 at 5:30 PM
Subject: [EXT] [Update] Changes coming to shared drives in Google Workspace for Education

Keep reading to find information about the new Google Workspace for Education shared drive default limits and creation policy that will begin rolling out over several weeks starting on January 23, 2023.

Dear Edu Administrator,

Starting on January 23, 2023, we will begin rolling out updates to the default settings for shared drive storage limits and shared drive creation for all Google Workspace for Education customers. With the pooled storage policycontinuing to roll out, these defaults make it easier to manage the way users in your institution can utilize storage and reduce the likelihood of unexpected storage growth via shared drives.

The current default shared drive experience allows anyone in the organization to create unlimited shared drives with no limits to the amount of content that can be stored within them. Starting in January, 2023, we will begin rolling out the following changes:

• If there is no existing limit already set by an admin at the top-level Organizational Unit (OU),a limit of 100GBper shared drive will be applied at the top-level OU.
• Shared drive creation will be disabled at the top-level OU if the setting has not been previously updated by an admin at the top-level OU.

What does this mean for my organization?

Shared drive limits:

• If you or another admin within your domain has applied a shared drive storage limit at the top-level Organizational Unit (OU): You will not see any change to shared drive storage limits.
• If you or another admin within your domain has not applied a shared drive storage limit at the top-level OU: All shared drives will have the 100 GB limit applied. Once the limit is applied, shared drives in the top-level OU that are over 100 GB will go into a read-only state and users will not be able to upload additional items to those shared drives.

Shared drive creation:

• If you or another admin within your domain has modified the ability to create shared drives at the top-level OU: You will not see any change to the ability for users to create shared drives.
• If you or another admin within your domain has not modified the ability to create shared drives at the top-level OU, the default shared drive creation policy will be turned off for all users and those that could previously create shared drives will no longer be able to. Sub-OUs that override the default setting and therefore do not inherit the top-level organizational unit shared drive creation policy will continue to work as the sub-OU policy has been configured. Please note that shared drive creation policy can also be scoped to groups.

What do I need to do?

No action is required. However, we do recommend reviewing the “Set storage limits”section of the Admin help center to learn more about setting storage limits for shared drives. You can also review active shared drive utilization within your admin console by navigating to Storage > View all shared drives. Admins will also be able to alter these settings at any time before or after the new defaults are introduced.

Shared drive limits:

If you do not want the default shared drive storage limit of 100GB applied to your entire domain, apply a different shared drive storage limitat the top-level organizational unit. Alternatively, you can assign shared drives into different OUs and apply different storage limits to those OUs to override the default setting.

Shared drive creation:

If you do not want the default shared drive creation setting applied to your entire domain, go to Apps > Google Workspace > Drive and Docs > Sharing settings, click “Shared drive creation” and modify the shared drive creation setting for your top-level organizational unit as follows:

1. Check “Prevent users in [Your institution name] from creating new shared drives” and save.
2. Then uncheck “Prevent users in [Your institution name] from creating new shared drives” and save. This will override the existing default which will be respected when the new default rolls out.

Alternatively, you can override the default for only the specific OUs and groups which need the ability to create shared drives. As a reminder of best practices and to better manage storage for your organization, we strongly recommend only enabling shared drive creation for a subset of users, like teachers and not students.

We’re here to help

• Help Center: Learn how to use the storage management tools and see answers to common storage-related questions.
• Google Workspace for Education Storage Guide: A comprehensive storage management best practices guide.
• Storage Training Webinars: Watch our recently hosted demo-based Drive storage management tools Training.

Thanks for choosing Google Workspace for Education.

-The Google Workspace for Education Team

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