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ECCS Storage Management System

News


Updated: December 27, 2023
April 11, 2023

Contents

Overview

The use of storage (including Gmail, Google Drive, etc.) for Google Workspace (ECCS Cloud Email (xxx@g.ecc.u-tokyo.ac.jp)) provided by the Information Technology Center, which was previously unlimited. However, from this academic year, due to changes in Google's services, the usage has become limited and a fee will be charged if a certain amount is exceeded.

Users whose usage for “My Drive” or “shared drives” which you represent (please refer to “My Drive” and “shared drives”) do not reach 100GB or 25GB, respectively, can continue using them at no cost. There are also other patterns that qualify for free usage. We will provide detailed information in the following “Relationship between usage fee and storage capacity”. Please note that even if you are a free user, you may be required to follow the procedures given below to use Shared drives.

When you use storage that exceeds a certain amount or become a representative for “Shared drives,” you are required to follow the procedures using the “ECCS Storage Management System.” If your storage usage exceeds a certain amount, you are required to pay a usage fee. For instance, if you are a student without a budget, there is an option where academic or administrative staff with a budget can cover a usage fee as representatives on behalf of the student. For “Shared drives”, it is necessary to designate a representative. Please note that “Share drives "without designated representatives may be subject to deletion.

The following provides explanations, which are "Things to do" categorized into "Action required" and "Change in the procedures" targeting users who have been using Google Workspace services (primarily Google Drive related to storage capacity limit), and new users.

"My drive" and "Shared drives"
There are two kinds of storage in Google Drive for users, "My Drive" and "Shared drives"

User Manual
For details on how to operate the system, please refer to the Simplified Manual for ECCS Storage Management System (accessible only on campus. Login with your UTokyo Account is required. Currently available only in Japanese).

Schedule
Click here to see the detailed schedule (currently available only in Japanese).

Terminology

Highest-ranked user of the shared drives

Representative

Person responsible for the usage fees

Storage limit

My Drive / Shared drive capacity

Relationship between Storage Limit and Drive Capacity

Managed shared drives are the drives that you have been set as a user with the highest level of shared drives. The following sections describe cases where there are no managed shared drives and cases where there are managed shared drives.

Where there are no managed shared drives

Where there are managed shared drives

Procedure

The following describes the procedure for each matter under "What you want to do.”

Persons who manage shared drives [Action required]

  1. Check who the representative is → Link (currently available in Japanese)
  2. Set yourself as a representative
    1. Check whether or not My Drive capacity is sufficient after the operation.
      1. If sufficient My Drive capacity is not available, increase the storage limit → Link(currently available in Japanese)
    2. Set yourself as a representative → Link(currently available in Japanese)
    3. If the usage exceeds or is likely to exceed the capacity → "Persons who wish to increase/reduce the shared drive capacity"

  1. If it does not appear in the storage management system, it is a shared drive created in Google Workspace other than ECCS Cloud Email, so there is no need to do anything.
  1. If you are designated as the administrator of the shared drive for the Google group you are a member of but your account is not designated as the administrator of the shared drive, please set your account as the administrator of the shared drive and try again.

Persons who have exceeded their My Drive capacity [Action required]

  1. Increase storage limit → Link (currently available in Japanese)

Persons who wish to increase/reduce the capacity of the My Drive [Changes in procedures]

  1. When increasing capacity, check whether or not their My Drive capacity after the increase is sufficient.
    1. Increase storage limit → Link(currently available in Japanese)
  2. When decreasing capacity, check whether or not the currently stored data does not exceed the limit of the reduced My Drive capacity.
    1. To reduce the storage limit, check whether or not sufficient My Drive capacity is available.
    2. Reduce storage limit → Link(currently available in Japanese)
  3. About one hour is needed for the capacity change to be reflected.
    • Google has not specified the exact time required to reflect the capacity change for Google Drive, but it may take several tens of minutes. → Google's document "4. Set storage limits".

Persons who wish to create a new shared drive for ECCS Cloud Email [Changes in procedures]

  1. Check whether or not the My Drive capacity will be sufficient after the operation → Link(currently available in Japanese)

Persons who wish to increase/reduce the shared drive capacity [Changes in procedures]

  1. When increasing, check whether or not the My Drive capacity will be sufficient after the operation.
    1. If sufficient My Drive capacity is not available, increase the storage limit → Link(currently available in Japanese)
  2. When reducing, check whether or not the current usage of the shared drive does not exceed the capacity after the reduction.
    1. To reduce the storage limit, check whether or not the sufficient My Drive capacity has been secured.
  3. Set the shared drive capacity → Link(currently available in Japanese)
  4. About one hour is needed for the capacity to be reflected.
    • Google has not specified the exact time required to reflect the capacity change for Google Drive, but it may take several tens of minutes. →Google's document "4. Set storage limits".

Persons who wish to change a representative of a shared drive to themselves or someone else [Changes in procedures]

If you wish to change a representative to yourself

  1. Check whether or not the My Drive capacity will be sufficient after the operation.
    1. If sufficient My Drive capacity cannot be secured, increase the storage limit → Link(currently available in Japanese)
  2. Set yourself as a representative → Link(currently available in Japanese)
  3. Troubleshooting: Cannot find the shared drive of which you wish to be a representative
    1. If it does not appear in the storage management system, it is probably a shared drive created in Google Workspace other than ECCS Cloud Email, so there is no need to do anything.
  4. Troubleshooting: operation fails
    1. I If you are designated as the administrator of the shared drive for the Google group you are a member of, but your account is not designated as the administrator of the shared drive, please set your account as the administrator of the shared drive and try again.

If you wish to change a representative to someone other than yourself

  1. Due to system reasons, it is not possible to set someone other than yourself as a representative unilaterally, so you should ask the person you wish to be the representative to arrange this for you.
  2. For the operation on how to do this, please guide the person you wish to be the representative to the section above entitled 'If you want to change a representative to yourself.'

Persons who wish to delete a shared drive

  1. Delete all folders and files in the shared drive you wish to delete.
  2. Select the shared drive, then click 'Other operations' from the three dots arranged vertically and select 'Delete shared drive.'
    • Note: It can take up to 24 hours for the changes to the capacity of My Drive takes effect.

How to increase storage limits

Q&A

Q: I am a student. Can I split my additional storage capacity and have multiple academic or administrative staff pay for each capacity? (e.g., academic staff A pays for 400 GB while academic staff B pays for 100 GB, so that the total additional storage capacity is 500 GB, making my limit to 600 GB)


Q: If the capacity is limited, I would like to move to another cloud service.


Q: I wish to make a backup before reducing the storage capacity.


''Q: I moved a file to the Trash to free up space, but it doesn't decrease my storage usage in Google Drive.''


Q: My shared drive does not appear on the shared drive list.


Q: The "total used" on the shared drive list screen differs significantly from the actual value.


Q: The representative for a shared drive graduated/retired without changing their role as representative.