Video: Introduction to the Storage Tool

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1:28

Yes. Okay. Apparently you do have to be a super admin in order to do that. But that will be changing shortly.

1:34

Google has told has said that they're going to create delegated roles for storage. Perfect. So just just for an example of what it looks like when you go to put in those storage quotas, you're going to see here when you turn it on, you're going to have you're going to be able to enter your number and

1:50

your unit by megabyte, gigabyte and by terabyte. And what we're really recommending is to give your users enough storage at the root so it kind of doesn't break down, right?

2:01

So we want to give them a large overdose of storage at the root, and then larger buckets within your organizational units.

2:10

And then if you have an exception group, for example, on higher ad, you have researchers, you can go ahead and create a group that's an exception to those organizational units that have an exception storage unit.

2:23

And that overrides the organizational unit. Is there anything I'm missing about that? I don't think so. I think that the key here would be that you need to turn it on all the way at the root, and then after that, delegate down and out.

2:40

So that makes sense. The biggest thing that we've been working through this a lot, and um, so. We really, when we go in, you can see you can view all the users.

2:53

It takes you to the user's report page, right? So it's taking you to those top and then you can filter down.

3:00

Which is really nice by storage status as well. So it's going to show you those less than 20% less than 10% and those users who are completely out of storage.

3:10

So this is a really great. Feature, it's new in that reporting tool so that you can really get a closer look at what your users are doing with their storage and your quotas that you've put in place.

3:22

Another feature that we've gone through is that share in the share drives. When you're viewing all the share drives, you can now go in and you can Delete a share drive to take away that storage, but we're still working on testing if it stays in vault for those 25 days because the tool hasn't been there

3:41

for 25 days and we hadn't had 25 days to test yet, um, but we're working on that right now. But we just wanted to let you know that that isn't option to delete the share drive now.

3:52

And then it gives you a little, it will show you as deleted. In your share drive management tool and then you're able to restore it for that 25 days as well from that tool is from the tool.

4:08

Is there anything I'm missing? I want to make sure that we're giving everybody. Well, I know one one really cool thing that's that since they added that shared drive deletion option.

4:21

As a side note, it's great because now you can filter on Deleted drives and active drives, and that's something we hadn't been able to look at before.

4:30

Um, so I'm excited that that's in there as well. Awesome. So that's in here. Yep, right there. You should be able to filter by status and then you can choose active, deleted, or disabled, which is something we haven't seen yet, but Google has said is going to be a new option for a shared drive.

4:51

So we'll see how that plays in eventually. Awesome. And we know there's a lot of questions out there about what, what is best to do?

5:02

What do you recommend? Our first recommendation for all of our organizations is to have that internal conversation about what, what policies and retention looks like, where you are, right?

5:16

So what's appropriate to keep in Google Workspace? How long do you need to retain it? Right? Are there any state rules or private rules within your university that are already in place that you need to comply with?

5:28

Um, those are all things that need to be talked about before you really go in and set these quotas up because that's going to be the base for your retention policies and bolts.

5:38

Um, we're moving Gmail possibly from from your from some of your users that are inactive, right? Or making a Gmail only owe you as well.

5:47

So you really want to think about The big picture and think about what retention, data retention looks like for the organization before making any changes.

6:04

I think that's really it for this tool. I really hope this is helpful for everybody and we'll be coming out with more.

6:12

More videos just like this one. Um, for you to see him or please feel free to come to our webinar that Amplify CDW Education is holding on May 19.

6:23

Um, I think you'll find it useful and we'll be some valuable information in there as well. That was a great overview, Carly.

6:31

Um, hopefully we'll see you all soon and have the ability to come and engage with our team on multiple occasions to make sure that You're getting what you need and understand the storage tool, but looking forward to work with everyone going forward.

6:46

Thank y'all. Thank you.