ATL Standard

Georgia Tech is set to update its utilization model for email and cloud storage solutions. The changes include the introduction of online archiving for emails older than three years and the implementation of usage thresholds for OneDrive, SharePoint, Dropbox, and Box cloud storage.

The Office of Information Technology (OIT) will roll out a new email retention and archiving program on March 24. Emails older than three years will be automatically transferred from Outlook inboxes to an archive mailbox accessible within users' Outlook applications. Users are not required to take any action before this change. A knowledge article titled "Access Your Microsoft 365 Exchange Online Archive" provides details on accessing the archive mailbox based on the Outlook client used. This modification does not apply to GTRI's email service.

Historically offering unlimited cloud storage to students, faculty, and staff, Georgia Tech is now setting usage thresholds in response to evolving enterprise cloud storage licensing models. This move aligns with similar steps taken by peer institutions. Most users at Georgia Tech are expected not to be directly impacted as their data typically falls below these new limits. However, OIT plans to offer support and guidance starting in April for those whose data usage exceeds specified limits. These changes do not affect GTRI's cloud storage services.

New storage thresholds for OneDrive and SharePoint will commence on May 12, while Dropbox and Box will see thresholds starting June 16.

Leo Howell, vice president for Information Technology and chief information officer, stated: “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.” He added that these adjustments would help optimize cloud storage resources while supporting the Institute’s academic, research, and administrative excellence.

For users affected by these changes, OIT is providing targeted guidance which includes options like archiving or data cleanup. In some cases, additional storage may be available upon request. Faculty members, staffers, and researchers with substantial data needs are encouraged to consider alternative solutions such as research data repositories or departmental allocations. OIT will begin reaching out in early April to assist affected users in determining suitable options.

Further information regarding archived emails access instructions or ways users can monitor their current cloud storage usage is available on the Cloud Storage Optimization webpage: https://oit.gatech.edu/cloudstorage.