Google G Suite (a.k.a. Drive) Storage Guidelines

As announced in November of 2014, UW-Madison Google Apps includes unlimited Google Drive storage. Available to UW students, staff, researchers, and faculty, this storage can greatly benefit the labs and groups within WID.

For information on additional data storage resources within the Discovery Building, see: WID Data Storage


As per the UW-Madison G Suite - FAQ:

Google Drive has no quota limit other than a limit for an individual file size of 5 TB (yes, that's T as in 'tera'). The ability to sync data to your computer is limited by your local drive's capacity.

Files uploaded using your Google App account follow the UW-Madison G Suite - Privacy Policy and Terms of Service. Summarized in the UW-Madison Google Apps description, this means that files within your UW-Madison Google Drive can be shared within UW-Madison and are subject to a license protecting your intellectual property and individual privacy rights.

Files deleted from your UW-Madison Google Drive move to a 'trash' folder with the same unlimited quota. DoIT is able to recover files accidentally deleted from the trash folder within 2 weeks of their deletion.

Files remain within your UW-Madison Google Drive as long as you have a NetID. Files you own will be deleted once you leave UW-Madison and your NetID is deactivated. You will be sent an email notification a few days before your NetID deactivation. However, you can change a file's owner at any time to ensure its existence.

Accessing UW-Madison Google Apps

The UW-Madison Google App portal is:

If you have not yet accessed Google Apps via your UW-Madison account, UW-Madison G Suite - Logging In can step you through it.

If you have already accessed Google Apps via your UW-Madison account in the past but are currently logged in to Google through a different account, you can switch between your accounts. However, it is essential that you verify which account you are using because files created with a non-UW Madison Google Account cannot be transferred to a UW-Madison Google Account.

Creating UW-Madison Google Groups

To simplify file sharing within a lab or theme, you can create a UW-Madison Google Group using the following document: UW-Madison G Suite - Create a Google Group

Once your group is created you can populate it with your lab's members and set multiple people as the group owner. The group will remain as long as at least one of the group owners has a current UW NetID.

Suggested Lab Storage Workflow

Before You Begin

  1. Make sure all members of your lab or group have logged into their UW-Madison Google App Account at least once.
  2. Verify that there is an appropriate UW-Madison Google Group to share files with.

Creating New Files

Whether you are uploading new files or creating them from scratch:

  1. Login to
    • If you are already logged in to Google, verify that you are using your UW-Madison Google App Account by selecting the icon in the upper right-hand corner of your web browser. The text should say: This account is managed by
  2. Find or create an appropriate folder.
    • If there is a current folder for sharing files within your group, navigate to that folder. It should already be set up with the correct permissions and all files created in that folder will have the appropriate sharing permissions. You may want to create a sub-folder for organizational purposes.
    • If there are no appropriate folders to use, create one and set up the sharing. See: UW-Madison G Suite - Sharing UW-Madison Google Sites
  3. Create your file(s) within the shared folder. See: UW-Madison G Suite - Uploading Files to Google Drive
  4. Change the file's ownership to the head person in your lab, group, or theme (if it's not you).
    • This ensures that the file will remain on Google Drive after you leave the university.
  5. Verify the permissions.
    • View the "Share" information for your file and verify that your group and/or its members are listed with "Can edit", "Can comment", or "Can view" as appropriate. This should happen automatically if the file was created in an appropriate folder. If the file's permissions are incorrect you may need to modify that permissions on the folder that holds the file.

Keywords:wid, google drive, doc, sheets, archive, file, storage, data, g suite   Doc ID:62812
Owner:Michelle C.Group:Discovery Building IT
Created:2016-04-20 09:43 CDTUpdated:2018-09-05 10:19 CDT
Sites:Discovery Building IT
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