Google@UH Add-on Storage

Google@UH Add-on Storage

Information Technology Services (ITS) has established a program to provide add-on storage for Google@UH (Google Drive, Gmail) for a fee. This add-on storage is in addition to the allotted storage quotas provided to all Google@UH accounts. Active UH faculty and staff may participate in this program and purchase add-on storage via UH Departmental payment. Purchases through this program can be made ONLY by UH Departmental payments.
 

Google@UH Add-on Storage Terms of Use

Use of Add-on Storage is subject to existing Google@UH terms (link) and should be used only for storing institutional data. By using Google@UH and purchasing Add-on Storage, users agree to abide by UH Executive Policy E2.210 (link) (Use and Management of Information Technology Resources), Hawaii Revised Statutes Chapter 708 (link), and all applicable policies and regulations (link).

Deciding and Choosing The Right Storage Option

• Choosing your Add-on Storage Tier and Annual Pricing
• Choosing Between Google@UH Shared Drive vs Account
• Submitting the Request Form for Purchasing
• Changing or Canceling Add-on Storage
• Compare Google@UH Add-on Storage to Other Storage Options

Choosing your Add-on Storage Tier and Annual Pricing

Add-on storage is offered in discrete storage tiers providing a specific storage allotment for Google Shared Drives or Google@UH accounts. Add-on storage tiers are offered as outlined below and cannot be combined or divided.

1 TB = 1000 GB; 1 GB = 1000 MB

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Choosing Between Google@UH Shared Drive vs Account

Add-on storage for Google@UH will be provided to a Google@UH Shared Drive OR to a single Google@UH account. Purchasers can decide how add-on storage will be provided.

Google Shared Drive

Add-on storage will be added to an existing Google Shared Drive of the purchaser’s choice. If the purchaser does not specify an existing Google Shared Drive, a new Google Shared Drive will be created instead. Access to the Google Shared Drive will be managed by the purchaser (or their designee), allowing them to invite other UH users to access, contribute to, or manage files within the Google Shared Drive.

Add-on storage provided to a Google Shared Drive is desirable if collaborating with other users, working on a project, or if a department wants to provide additional space for many faculty/staff across the department. Add-on storage provided to a Google Shared Drive can be used to store files and documents but will not increase the storage capacity available to store email within any account's Google@UH Gmail. Due to the flexibility provided by Google Shared Drives, ITS recommends purchasers opt to provide add-on storage to Google Shared Drives if email storage is not required.

A shared drive can contain a maximum of 400,000 items, including files, folders, and shortcuts. Note: This limit is based on item count, not storage use. We recommend that you keep shared drives well below the strict limit. Shared drives with too many files might be difficult to organize and search, or members ignore much of the content.

Google@UH Account

Add-on storage will be provided to a single Google@UH account specified by the purchaser. Add-on storage provided to a Google@UH account is desirable if there is a need to store emails that an account’s allotted storage quota would otherwise not allow.

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Submitting the Request Form for Purchasing

To purchase Google@UH Add-on storage, complete and submit the Google@UH Add-on Storage Request form at https://go.hawaii.edu/yUP.

• The request form is only available to UH Faculty and Staff
• One request should be submitted for each Google Shared Drive and/or Google@UH Account that you would like to purchase add-on storage for.
• Google@UH Add-on Storage can only be charged to a departmental account. You will need to provide the name of your Fiscal Administrator (FA) when submitting a request for Google@UH Add-on Storage and your request will be routed to your FA who can provide information on the departmental account that should be charged.

Once submitted...

1. Your request will first be routed to your departmental approver for authorization and agreement of the automatic annual charge-back for this service; once approved
2. Your request will then be routed to your Fiscal Administrator, who will need to authorize the request and submit a proper account code that can be used for the automatic annual charge; once approved
3. Your request will be processed by ITS and you will be contacted once it has been fulfilled. Please allow for 2-3 business days for processing

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Changing or Canceling Add-on Storage

Users may opt to upgrade to a larger add-on storage tier at any time and will be charged the prorated difference between tiers. Users may also opt to downgrade to a smaller add-on storage tier or cancel their add-on storage.

Users who wish to downgrade may only do so if their existing storage usage does not exceed their desired storage tier. Users who wish to cancel may only do so if their existing storage usage does not exceed their allotted storage quota (link). Downgrading or canceling add-on storage will take effect at the start of the next purchase term.

• If you'd like to upgrade to a larger add-on storage tier, please complete and submit a new Google@UH Add-on Storage Request form at https://go.hawaii.edu/yUP 
• If you'd like to downgrade your add-on storage tier or cancel your add-on storage, please contact the ITS Help Desk (link)

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Compare Google@UH Add-on Storage to Other Storage Options

Before purchasing, please consider the type of data you are planning to store and whether or not Google@UH Add-on Storage is appropriate for your storage use case. Consider the following:

• Google Drive is NOT an appropriate repository for sensitive or regulated data as defined in UH Executive Policy 2.214 (UH Institutional Data Classification Categories). ITS recommends using our UH Enterprise Dropbox (link) service if your needs involve storing sensitive or regulated data.
• Google Drive may not be appropriate for storing research data, especially if compute or special data protections are required. Consider Koa Research Storage (link) for your research data storage needs.

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