Google Changes Checklist

Last updated: May 21, 2024
Audience: All UW

Overview

Google’s changes to its service offerings are disruptive to the systems and workflows for many of us at UW. Our intent is to help alleviate some of the overwhelm by providing a checklist for UW Google services to work through. Whatever decisions you and/or your department make, the biggest impact considerations are outlined here.

  • UW Shared NetIDs
    Considerations to review specific to Shared UW NetIDs losing UW Google services on August 29, 2023.
  • UW Google Shared Drives
    Considerations to review specific to UW Google Shared Drives requiring UW employee management by August 29, 2023, and becoming fee-based in July 2024.
  • Over Quota
    Considerations to review specific to UW Google accounts and the new maximum quota of 100 GB.  All Over Quota UW Google accounts will be deleted on June 11, 2024.

Please review the checklist and then schedule time to meet with individuals in your department to discuss their UW Google usage in case there is a one-off scenario that hasn’t been covered here.


Shared UW NetIDs

UW Gmail

Is the email address associated with the Shared UW NetID in use?

  • NO – no further action required.
  • YES – but email service and content are not needed:
    • All incoming emails will bounce back with an error to the sender. All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

Is the UW Google account associated with the Shared UW NetID used to sign in to other apps or services (e.g. third party websites, app stores, etc.)?

Learn more about using a Google account to sign in to other apps or services

  • NO – no further action required.

UW Google Drive

Is there content stored in the Shared UW NetID’s UW Google Drive?

  • NO – no further action required.
  • YES – but content is not needed:
    • All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

UW Google Shared Drive

Is/are there UW Google Shared Drive(s) associated with this Shared UW NetID?

  • NO – no further action required.
  • YES – but do not want to keep the UW Google Shared Drive(s):
    • All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

Is/are there UW Google Shared Drive(s) that have this Shared UW NetID in the Manager role? 

  • NO – no further action required.
  • YES – but do not want to keep the UW Google Shared Drive:
    • All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

YouTube

Is there a YouTube account associated with this Shared UW NetID?

  • NO – no further action required.
  • YES – but the channel is no longer needed:
    • The YouTube channel and all content will no longer be accessible when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered 

Photos

Is there any content in the Google Photos service associated with this account?

  • NO – no further action required.
  • YES – and the photos will not be kept:
    • All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

Analytics (website data)

Is/are there website(s) that this Shared UW NetID is set up to access Google Analytics?

  • NO – no further action required.
  • YES – but the historical analytics data will not be kept:
    • Analytics will no longer be accessible when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be restored.

Google Sites, Forms, Jamboards, Collab, etc.

If any other not-already specified Google content—such as the examples listed here—exists, the content must be recreated elsewhere.

 


UW Google Shared Drives

Is/are there UW Google Shared Drive(s) in use?

  • NO – no further action required.
  • YES – but do not want to keep the UW Google Shared Drive(s):
    • All content will be deleted when UW Google services are removed from the Shared UW NetID on August 29, 2023, and cannot be recovered.

 


 

Over 100 GB Quota

Is the content of the UW Google account over the 100 GB quota limit?

  • NO – no further action required.
  • YES – but do not want to keep the Over Quota content:
    • All content, including the account itself, will be deleted by June 11, 2024, and cannot be recovered.

 


Downloadable Checklist & Diagram

The links below offer a copy of the Google Changes Checklist and Google Changes Workflow Diagram in PDF format.

 


Support

If you need further assistance, please contact UW-IT at help@uw.edu or 206-221-5000.