Google Data Clean-Up Hints

Since Google has changed their data retention rules for educational institutions, ISU is unable to offer unlimited data storage as we have in the past. Many people affiliated with ISU are working to bring their stored data and emails under their individual data limit before the May 7th deadline. In addition, Google Photos will no longer be available on any ISU Google account starting April 15th.  

If you are among those working to reduce your data storage, we’ve compiled some helpful hints.

1) Check how much data is stored on your account. Open Google Drive and click Storage  (bottom left). Compare the Total Used with your individual data limit to understand how much you need to remove, if any.

2) To the right of the Total Used number, you can see icons for Google Drive, Gmail, and Google Photos.  If you have ANYTHING in the Google Photos category it is imperative that you remove it as soon as possible.  You will lose access to everything stored in Google Photos on April 15th.  We have instructions on removing Google photos to help you out. 

3) At the top of the Storage page, you can sort what’s in your Google Drive by the Type of file or by when it was last Modified, both great tools to help you dive into your files and start deleting. For example, you can choose to delete anything you haven’t looked at in 10 years. Or to move/delete the largest files first. 

4)  If you find the Total Used number doesn’t seem to decrease as you delete things, you probably need to empty your trash. Google keeps your deleted files for 30 days in Trash, where it continues to count as part of your total storage. Empty the Trash often. 

5) Shared files and drives count against YOUR total if you own or manage the file or drive.  If it has been shared with you (click Shared with me to see), the data for that item belongs to its owner or manager. 

Caution: If there is a file or drive you use that does not belong to you, keep in mind that the owner/manager can delete that item at any point–which they might do if they are trying to stay below their quota, or if they are now retired or an alum (both categories that do not get any Google Drive storage).  If you want this file, ask the owner/manager if they can transfer ownership to you, or you can make a copy of it and save it on your own account.