Quick Guide on Student iCON Data Management & Housekeeping�V1.2 | Revised 9 October 2023
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To better manage your Google Workspace Storage, practice D.E.A.R.
Do Regular Housekeeping!
What is D.E.A.R. ?
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Do you need all your files? Delete documents, emails & media which you no longer need to use starting with the largest size.
Refer page 4 to 8.
Delete
Review
Empty
Archive
Once you have deleted files that you no longer need, empty your Trash.
Good housekeeping will help maintain availability of storage in Student iCON.
Refer page 9.
Archive or compress files which you do not use often so that they will not take up excess storage space. Use attached Google Takeout guide to export and backup your data.
Refer page 10 to 11.
Review files in your Student iCON Google Workspace frequently to ensure they are kept are relevant & up-to-date for your learning purposes.
Refer page 12.
Access the Google Storage tool here: https://drive.google.com/drive/quota
Login using your Student iCON account.
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Check your overall data storage usage by reading the “Total used”.
Look at the storage distribution among the 3 areas – Drive, Gmail and Photos to identify which one has the highest data.
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Look at the files listed under the “Files using Drive storage” and click on the arrow to sort the file size from largest to the smallest.
This will enable you to quickly identify larger files to be deleted first.
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Delete
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To recover data storage space, start by deleting unused files that are of the largest size first as they have the most impact to your overall storage space.
Right click on the file you would like to delete and select “Remove”
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Delete
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Review files and folders that you are sharing with your peers and determine whether they should be kept or removed.
If there is no further groupwork or need to continue sharing, remove these shared files to reduce your overall data utilisation.
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Delete
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Please note that Student iCON storage is for educational (teaching & learning) purposes.
This may include:
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Delete
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If you have any Third-party apps that you would like to remove, click on “Third-party apps with account access” under the “Data & privacy” tab.
Click on “Remove Access” for the app that you intend to remove access from.
Click “OK” to confirm app access removal.
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Delete
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Files are not immediately deleted but will be stored in the Trash before they are automatically and permanently removed after 30 days.
To perform a manual removal, click on “Empty Trash”
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Your storage will only be reduced after files have been removed from the Trash.
Please be informed there is no chance of recovering files which have been emptied or removed from the Trash or deleted forever after 30 days.
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Empty
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Use compression tools like 7-Zip to compress rarely accessed files into a single file before uploading into Student iCON.
The benefits of doing so are:
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Archive
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Alternatively, you may use the Google Takeout tool to export your data in Student iCON to an archive file which you may download.
Please refer to the attached Google Takeout Guide for the detailed steps:
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Archive
Backup Student iCON data to your personal Gmail Account:
Backup Student iCON data without personal Gmail Account:
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Access the Google Storage tool here: https://drive.google.com/drive/quota
Login using your Student iCON account.
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Sort the file size in descending order to view the largest to the smallest files.
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Look at the list of files listed under the “Files using Drive storage”
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Review
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Review your files and Right-Click to remove those which you no longer require for the purpose of your learning.
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Why practicing D.E.A.R. and being organized is important to me?
Being organised can benefit your learning since it will enable you to store and retrieve your learning resources more efficiently.