Data Storage Stewardship
University Data Storage
Over the past few years, cloud collaboration tools have transformed the way we work — but they’ve also brought growing data storage costs. As major providers move away from offering free, unlimited storage, the University now incurs fees for the space we use in Google Drive, Microsoft 365 and Box.
To ensure we’re using resources responsibly, a new cloud storage funding model will take effect July 1, 2026.
What You Can Do Right Now
In preparation, now is the perfect time to review your files and remove anything you no longer need. A few minutes of cleanup today can make a big difference tomorrow.
Visit the Conquer Your Clutter page for tips on organizing and deleting files, or explore specific guides for managing storage in Google Drive and Microsoft 365 OneDrive.
Note for Box users - Box is no longer a recommended service. No new Box accounts as of August 2026. Current Box users are strongly cautioned against adding more data. Box users should start using other services like Google Shared Drive or MS 365 Shared Folders.
Best Fit Storage Finder
Not sure where to store or move your files? The Best Fit Storage Finder takes the guesswork out of choosing the right Notre Dame storage solution. Answer a few questions about your data, collaboration needs, and security requirements, and the tool will recommend the best fit and provide links to additional information.
Use the Best Fit Storage Finder to confidently store, share, and protect your data. For more information click here.
FAQs
Q. Who is impacted by Data Storage Stewardship
Every member of the University, including students, faculty and staff, is responsible for the stewardship of digital data and is granted access to cloud collaboration services when issued a Notre Dame NetID.
Q. How much data storage is allocated to each individual account in Google (My Drive) and M365 (OneDrive)?
Each NetID is automatically allocated 100 GB of storage in Google My Drive and M365 OneDrive when it is created. Existing accounts with allocations greater than 100 GB will persist, however, no additional increases for Google MyDrive or M365 OneDrive will be granted. Data that pertains to the work of the University, including teaching, learning and research, should be stored in a Shared Drive or M365 OneDrive for Teams. Shared Drives are automatically allocated 250 GB of data.
Q. What should I do if I need more data storage?
A request to increase storage for Google Shared Drive or Microsoft Teams can be requested through this form. Storage in Google My Drive and Microsoft OneDrive is limited to 100 GB. No requests for storage increases for My Drive or OneDrive will be granted. Box is being retired and all data will be deleted by June 1, 2027 if not moved prior to that date (See Box Retirement).
Q. How much data can I store for free?
The Office of Information Technology pays for data storage in Google Workspace and Microsoft M365, so while it may be “free” to the end user, it is not free to the University. To encourage data storage stewardship, the OIT will begin charging users/departments for data storage allocations above 5 TB with a minimum allocation increment of 1 TB according to the following schedule:
|
Application |
Cost per 1 TB per year |
Chargeback Start Date |
|
Google My Drive |
$150 |
July 1, 2026 |
|
M365 OneDrive |
$150 |
July 1, 2026 |
|
Google Shared Drive |
$150 |
July 1, 2027 |
|
M365 Team Drive |
$150 |
July 1, 2027 |
Q. How will chargebacks be determined?
Storage reports are reviewed by the OIT each month. Individuals who currently exceed 5 TB of data in Google MyDrive, M365 OneDrive or Box have been notified. These individuals must reduce their storage below 5 TB by June 2026 or provide a FOAPAL to the OIT through this form. The chargeback will equal the total storage allocation above 5 TB x $150.
Example: 15 TB (Storage Allocation) - 5 TB (OIT Funded) = 10 TB x $150 = $1,150
Q. If my account is on Litigation Hold (LitHold) by the Office of General Counsel, am I exempt from chargebacks even if my storage is above 5 TB?
Yes, accounts on LitHold are exempt from chargebacks by the OIT.
Q. How will chargebacks for Shared Drives and M365 Teams be determined?
The OIT encourages the use of Shared Drives and Teams for storing collaborative data. However, lack of oversight has led to a proliferation of Shared Drives, many of which have no manager or content manager. During the remainder of 2026, the OIT and members of the Data Storage Stewardship project team will be analyzing Google Shared Drives and M365 Teams and implementing standards for management and storage, including chargebacks. Chargebacks for Google Shared Drives and M365 Teams are deferred until July 1, 2027.