Google Storage Reminder: Content Deletion Deadlines Approaching

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Reposted from 12/12/2023 OIT email. 

In early October, NC State’s Office of IT shared with faculty, staff and students via email that Shared Drives and files without an active manager or owner consume valuable storage in the university’s domain and would be deleted based on an approved timeline.

This is a reminder of the remaining deletion dates in that timeline, content that will be impacted, and steps you can take now to help prevent unintended deletions.

Scheduled Storage Reduction:  Unmanaged Shared Drives and Their Contents

Deletion Date:  Thursday, January 25, 2024

Content Impacted

  • Unmanaged Shared Drives (have no active NC State managers) and their contents.
  • Users will have until Friday, February 16, 2024, to request restoration.

What You Can Do Now

    • Ensure your Shared Drives have an active manager:
      • Log in to with your unity ID and password.
      • Select Shared Drives.
      • On each Shared Drive, click on the More Actions (three vertical dots) menu and choose View Members.
      • Scroll through the members list to make sure an active employee, Group or Generic Account is listed as the manager.
      • If there is no active manager and you wish to keep the Drive, contact the NC State Help Desk via the NC State IT Service Portal to request assistance to add a new manager.

Scheduled Storage Reduction: Files Owned by Alumni and Former Employees (“labeled files”)

Deletion Date:  Monday, March 4, 2024

Content Impacted

  • All labeled files and folders that are still owned by suspended alumni and vaulted former employee (VFE) accounts that have been inactive for more than two years.
  • NC State’s Google Service Team marked these files as view-only to help you identify content that will be deleted if the file is not moved into a Shared Drive.

What End Users Can Do Now:

  • Use Drive Labels to identify files that are shared with you and still owned by suspended alumni and former employee accounts.
    • Log in to with your unity ID and password
    • From the Search field at the top of the page, click the Advanced Search icon.
    • Click in the Labels search field.
    • From the drop-down list, choose the label PENDING DELETION – Alumni or PENDING DELETION – Former Employee (only select 1 label to search at a time)
      • PENDING DELETION – Alumni
        • Any file shared with you by a user classified as a graduated student between 2010-2022 will appear in the list and is scheduled to be deleted late fall/early spring.
      • PENDING DELETION – Former Employee
        • Any file shared with you by a user classified as a former employee between 2010-2021 will appear in the list and is scheduled to be deleted late fall/early spring.
    • Click Search
    • To filter further, click the Location search chip and select Shared with Me.
    • For additional filtering options, see Helpful Tips.
  • If you need to retain any of these files:
    • Migrate to a Shared Drive (Best Practice)
    • Make a copy (if Shared Drives aren’t an option)
      • Only should occur if the creator does not have an account.
      • If making a copy, move the copy into a Shared Drive.

Help and Resources

Review the following resources for additional storage information:

Reposted from 12/12/2023 OIT email.