Georgia Tech is updating its utilization model for email and cloud storage solutions. The updates include introducing online archiving for emails older than three years and applying usage thresholds to OneDrive, SharePoint, Dropbox, and Box cloud storage.

Email Retention and Archiving
On March 24, the Office of Information Technology (OIT) will implement its new email retention and archiving program. At that time, any emails older than three years will transfer from Outlook inboxes to an archive mailbox, which is also accessible directly in users’ Outlook application. Users do not need to take any action leading up to this change, as the transfer will be automatic. The knowledge article, Access Your Microsoft 365 Exchange Online Archive, shares information on how users can access their archive mailbox based on the Outlook client used. This change does not apply to GTRI's email service. 

Cloud Storage Usage Limits
Historically, the Institute has provided unlimited cloud storage to students, faculty, and staff. Usage thresholds are being implemented in response to evolving enterprise cloud storage licensing models and align with many peer institutions that have taken similar steps. While most Georgia Tech users’ data will not be directly affected by the new cloud storage limits because they typically store data well below the new thresholds, OIT is providing support and guidance to those whose data usage exceeds the specified limits. OIT will contact those users directly beginning in April. These changes do not apply to cloud storage services offered in GTRI.

New storage thresholds include: 

• OneDrive: One terabyte (TB) for faculty and staff; 50 gigabytes (GB) for students, Tech Temps, and affiliates; 10 GB for retirees.
• SharePoint: 500 GB per site collection, with additional 500 GB increments via a request/approval process.
• Dropbox and Box: 1 TB for faculty and staff; 50 GB for students, Tech Temps, and affiliates; 10 GB for retirees.

Thresholds for OneDrive and SharePoint will begin on May 12. Thresholds for Dropbox and Box will begin on June 16. 

“We recognize that some users will need assistance, and we are committed to working closely with them to ensure they have the necessary tools and options to manage their data effectively,” said Leo Howell, vice president for Information Technology and chief information officer. “These adjustments will help us optimize our cloud storage resources while continuing to support the Institute’s academic, research, and administrative excellence.”

Support for Affected Users
OIT is providing targeted guidance to those whose data usage currently exceeds the new thresholds. This includes options for archiving, data cleanup, and, in some cases, additional storage upon request. Faculty, staff, and researchers with significant data needs are encouraged to explore alternative storage solutions, such as research data repositories and departmental storage allocations. OIT will begin contacting these users in early April to assist with determining what options will work best for them. 

Additional information, including instructions for accessing archived emails and ways users can check their current cloud storage usage, is shared via the Cloud Storage Optimization webpage: https://oit.gatech.edu/cloudstorage.