New changes to Google Shared drives
A new request form that allows employees to create Google shared drives is now available. Alongside the new Request a Google Shared Drive Form, pricing schedules are now in place for shared drives with larger storage capacities. Previously, shared drives could be created directly in a Google Drive without a form.
These changes have been introduced in response to Google’s announcement that it will no longer provide free unlimited storage to educational institutions using Google Workspace. As a result, TMU has worked with Google to analyze and develop strategies to reduce the university’s storage usage and align its practices with other post-secondary institutions.
Greater storage needs will incur costs
TMU offers Google shared drives with capacities of 5 GB, 1 TB, 5 TB, 10 TB, 25 TB and 50 TB.
Shared drives with 5 GB of space are free-of-charge while larger capacity drives have annual costs that will be charged on a monthly basis to a cost centre. Prices start at $24 per month for a standard-sized drive of 1 TB and there is a minimum commitment of one year. For detailed pricing information, please visit the cost of shared drives section on TMU’s Google shared drive storage page.
How much storage will you need?
If your school or department is not storing large files such as video, larger images or other media files, you may find that 5 GB is sufficient. For reference, over 99 per cent of all shared drives at TMU fall under 5 GB of storage use.
How to create a new Google shared drive
You can submit a request to create a new shared drive by doing the following:
- Log in to the my.torontomu portal with your username and password.
- In the Self-Service box, click Courses and Organizations.
- Under the Requests section, click Manage Google Shared Drives. There, you’ll find the option to Request a new Google shared drive.
As there is no cost for 5 GB shared drives, such drives will be automatically created shortly after your request is submitted. If you are requesting a shared drive with more than 5 GB of space, you will be asked to provide a cost centre. Before the drive is created, your cost centre approver will be notified of your request via email, along with instructions on how to approve the request.
What happens to existing Google shared drives?
Shared drives that existed prior to May 8, 2024 continue to have a 1 TB quota and are exempt from charges for the time being. You can continue using your existing shared drives as usual without impact. CCS will continue to revisit this practice in the future as we assess total storage usage for the university.
Questions
If you wish to discuss storage options and alternative solutions to storing large files, please contact your department’s IT support team, if applicable. If you do not have departmental IT support or if you have any questions, please contact the Computing and Communications Services (CCS) Help Desk via the IT Help portal, help@torontomu.ca or 416-979-5000, ext. 556806.