Data Management & Retention Best Practices: Home

While determining what data to move out of Google Drive, which data to delete, and where to store data outside of Google Drive, if you need assistance determining appropriate data storage solutions, please contact your Division’s IT administrator and the Associate VP for Research and Innovation.

What to do to reduce your Google Storage

1. Please remember not to delete any student records data that are from 2014 or newer until further notice.
2. Check your Google storage total by using this link:https://drive.google.com/settings/storage. Your storage total includes data in Gmail, Photos, and Google My Drive. 
3. Delete files you don't need. You can reduce your storage by deleting unnecessary files, reporting files to other storage options, and then emptying your trash. Don't forget to empty your Gmail trash as well; sometimes, the automatic setting doesn’t work reliably. 
4. Empty the Google Photos app on your Miami account.  Photos are often a large part of the space used on drives.  Be sure to export all the photos you wish to keep and then delete all remaining photos. Also, take a moment to redirect any processes that automatically upload new photos to your Miami Google Photos app. Options for exporting photos include:  
   • Transferring photos to a personal Google account or to another cloud storage provider.
   • Downloading photos to a local device. You can then either store the photos on your device or move them to another cloud storage service.
5. Clean your Gmail account.  Attachments and other files you may not need or can be downloaded to another storage option or deleted.  Also, check the Spam and Promotions folders for other emails you can delete.   

Best Practices for Storing, Archiving, and Preserving Data

Research data and related files require reliable and trustworthy storage at all phases of the research process. Best practices include documenting the information below in a Data Management Plan or as part of project protocols.

For a more detailed guide to storage and archiving best practices, see the following PDFs: Storage, Archiving, and Preservation Preparation and Choosing File Formats provided by the Smithsonian Institute.

At a minimum, ensure you can document:

• Ownership and responsibility for the data at all phases (active, archived) of the data life-cycle.
  • For collaborative projects, a Memoranda of Understanding (MOU) should be developed that details roles and responsibilities towards the data and ensure the standards the other institution requires as they may differ from Miami or the funder.
• Who has access to the data, and how is it restricted? 
  • If data includes PII (personally identifiable information) or other sensitive data, access must be limited, and data must be stored in a secure location.
• Process and procedures for creating and verifying backup copies during the project.
  • Follow the 3-2-1 rule: There should ideally be three (3) copies of the data stored on two different media, with at least 1 stored off-site or in the "cloud."
• Length of time data must be maintained and why.  For example, analyzed final data should be kept for three years at minimum for most projects and may be required to be kept longer depending on the funder, institution, or publisher. 

  • Funders Retention Standards

• Where data will be archived permanently.  You can work with your departmental IT contact or find other repositories.  Some funders recommend repositories:
  • National Institute of Health (NIH) - Repositories for Sharing Scientific Data
  • USGS  - Acceptable Repositories for USGS data
  • Smithsonian Institution Guide to Choosing a Data Repository and guidance on Appraising Research Records 

Other Sites for Data Retention and Management Best Practices

Google Drive Storage Quota's

Miami University has the following storage quotas for Google Drive storage.  This guide contains helpful tips on data management and retention including funder standards and other information about how you can manage your storage.and what to do when you need more..

Please note that if you are using more than the allotted storage for your primary role, you will need to delete unnecessary documents and photos from your Miami Google Drive before the end of the Spring 2024 semester.

If you are still using more than your quota after this time, you will no longer be able to edit files or add files to your Drive. You will retain the ability to view your files and will still be able to move files out of Drive.

• Faculty: 800GB
• Staff: 500GB
• Undergraduate Students: 500GB
• Graduate Students: 500GB
• Life Long Learners: 50GB
• Courtesy Accounts: 200GB
• Entity Accounts: To be determined
• Organizations: 100GB
• Retirees: 500GB
• Emeriti: 500GB
• Former Students: 0
• Accepted Students: 0