Frequently Asked Questions

Storage Changes

1. Why are these services changing?

There is a larger industry trend towards eliminating “unlimited” offerings for cloud-based services. This has its roots in the fact that, unlike 5-10 years ago, storage costs are no longer rapidly decreasing. In fact, they have leveled off or increased in recent years.

2. How is Berkeley responding?

These changes from Google overlap with the similar changes Box announced last year, so we are taking a bigger picture look at the overall file storage and collaboration strategy for the entire campus. Our primary goal is to find the most cost effective solutions for storing and preserving the important data that is the lifeblood of the University, while maintaining the abilities of individuals and teams to continue to work productively in service of the University’s teaching, research, and public service mission.

3. How will we make decisions about these services?

Google and Box are both part of the campus’ Productivity Suite offering; any changes will be a part of our ongoing discussions with the campus about the governance and funding of Productivity Suite.

4. Why is the Berkeley Google service changing?

Google will eliminate the free and unlimited storage offering that they have provided to the K-12 and higher education community for nearly a decade along with their rebranding from Google G Suite for Education to Google Workspace Education. They will now offer tiers of free and paid service offerings for education customers. Our understanding is that none of these new tiers include unlimited storage, and that we will have until July of 2022 to adjust our services accordingly.

5. Why is the Berkeley Box service changing?

Box is dramatically increasing prices for educational institutions, and will no longer offer unlimited storage to customers. Due to this change, UC Berkeley (along with many other higher education institutions) will need to dramatically scale back our usage of Box. We will be working with the campus community, especially the users with the most data stored on Box, to find or design alternative solutions. 

6. How do I see my current storage usage in Google and Box?

Google

To see the breakdown of usage in your Google account, go to https://drive.google.com/settings/storage

To see all the files in your Google MyDrive sorted by usage, go to https://drive.google.com/drive/quota

Box

To see the usage in your Box account, go to https://berkeley.app.box.com/account, then scroll down to "Account Details" and look for "Storage Used"

Usage by SPAs

To see the usage in a SPA, log into Google or Box as that SPA, and then follow the links above.

7. What do I need to do now?

Do

  1. Clean up: Delete any files, folders or email that you are confident you no longer need from Google and Box. 

  2. Empty your Box and Google Trash: Deleted files in Google and Box are moved to the trash in Google and Box

  3.  Just like on your computer, you need to empty trash in order for the files to be fully deleted. If you don’t need the files in your Google or Box Trash, please empty it.

8. What’s the project plan?

The UC Berkeley Storage Changes Transition team will work to make the change as seamless as possible for the campus community. This is the tentative high-level plan. This plan may change as the project progresses.

September 2020 - April 2022

  • Implement 2nd phase of quotas
    • Starting Oct. 27, 2021, the following quotas will apply to Box accounts created before July 2020: Individual Accounts: 50GB, Special Purpose Accounts (SPAs): 500GB. If a Box account exceeds these values, the quota will be established at 10% above current usage.

  • Trash retention changes
    • Starting Oct. 27, 2021 files in the trash will automatically be emptied 30 days after being put in the trash. Files in trash that are 30+ days old when the setting change goes into effect will not be emptied for 30 days, which will be Nov. 26, 2021.
  • Migration of largest Box users to new storage options
  • Compiling a list of storage options as adaptations to storage limits
  • Assistance with migration of data for Box users exceeding quota
  • Implement 3rd phase of quotas

April 2022 - March 2023

  • Fall 2022: Finish migration of Box users to alternative solutions
  • Examine possibilities for continued use of Box services on campus, perhaps as a recharge-based service for scaled back population