[Campus Notice] Campus Data Storage Updates

[UCR Information Technology Solutions]

Dear UCR Academic Advisor,

We are reaching out to make you aware of an update to UCR’s Google
Workspace terms of use
<https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012254>
which removes students’ ability to create Shared Drives starting September
25, 2024. Given your role as an academic advisor, we want to provide some
guidance that you can share with students.

As a general rule, students are encouraged to use their personal drives (My
Drive) to store coursework and other academic (non-research) data. In the
event that students need to collaborate on and store university-owned work,
such as research data, administrative information, or student org files, a
Shared Drive should be created by an active university employee (i.e., the
student’s professor, PI, staff supervisor, Student Life point person, etc.)
who can then invite contributors, including students, to the drive.

If you are not familiar with drives, this 30-second video
<https://youtu.be/-mE3-LhuAms> explains the difference between My Drive and
Shared Drives in Google Workspace. You may also want to reference these
drive cheat sheets
<https://support.google.com/a/users/answer/9300017?hl=en&ref_topic=13022956&sjid=1745401384860904568-NC>
and additional guidance
<https://support.google.com/a/users/answer/9282958?visit_id=638623626830166105-3895470229&hl=en&rd=1>
.

These new guidelines are meant to uphold the university’s expectations
around data continuity and move our campus in the direction of modern
storage hygiene practices. It will help ensure that important university
data is not lost as a result of the natural student lifecycle, particularly
since there are new storage limits for alumni.

Existing Shared Drives that were created by active UCR students, faculty,
staff, and affiliates are grandfathered into this change and, as such, the
data within them should not be affected.

We appreciate that this change may require adjustments both for you and the
students you support. If you would like to set up a call to discuss this
change further, please let us know by emailing workspacequestions at ucr.edu.


Sincerely,

Jeremy Fisher

Executive Director of Infrastructure

Lily Barger

Director of Campus Support

Alex Chrystal

Manager of Communication & Training





*Please Note: This email account is not monitored by ITS staff. If you
require technical support, please take one of the following actions:*

   - Visit the ITS website at its.ucr.edu to find self-help articles,
   submit and track support tickets, request IT services, and more.
   - For live support, you can contact the BearHelp helpdesk during normal
   business hours (M-F, 8am-5pm) at 951-827-4848
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