The Google Workspace Program, which involved both a consolidation of email services and university-wide storage caps, was a massive undertaking for the Division of IT's Collaborative Computing Solutions group.

Collaborative Computing Solutions (CCS) successfully met Google's deadline for storage compliance across all stakeholder categories, which include employees, students, alumni, and retirees. This significant achievement was made possible through the team's dedication, effective communication strategies, and close collaboration with university departments. 

The Google Workspace Program involved a multi-faceted, multi-year strategy that included thorough planning, stakeholder engagement, and data-driven decision-making. The university arrived at a service decision after the CCS team — along with the GWP steering committee, which represented all constituent groups across campus — conducted an extensive analysis of current storage usage patterns and projected future needs. This allowed us to develop a service plan that not only met Google's requirements but also optimized our storage resources for future scalability and efficiency. 

Throughout this process, we engaged actively with key stakeholders, including faculty, staff, and students, to gather feedback and address concerns related to the new storage policies. This collaborative approach ensured that the plan was comprehensive and took into account the diverse needs of the university community. 

One of the major outcomes of this initiative was the introduction of a new data storage stewardship concept for the university. This concept emphasizes responsible data management practices and promotes awareness about efficient storage usage across departments. The implementation of this concept has led to significant cost savings and has enhanced our overall data management framework. 

In addition to meeting compliance requirements, our efforts have also established a robust foundation for future storage management initiatives. By leveraging advanced data insights and conducting thorough technical assessments, we have positioned the university to better handle future changes in storage requirements, ensuring long-term sustainability and efficiency. 

Line graph showing dramatic reduction in Google storage over the course of FY 2024 as Virginia Tech worked to comply with new storage cost model.
Virginia Tech reduced its overall Google Workspace storage footprint from over 6,000 terabytes to approximately 1,000 terabytes between May 2023 and August 2024.