Getting Started With the ITS Google Storage Transfer Tool

Table of Contents

Overview

As part of the U-M Google Storage Project, ITS has created a transfer tool to assist faculty, staff, and students with copying data from U-M Google Drive, Photos, and shared drives to U-M Dropbox. This document provides instructions for transferring your data using the tool to U-M Dropbox.

Note: Eligible faculty members may choose to transfer their data to an ARC Storage Service (Turbo, Locker, Data Den) using the tool. Additional information can be found in the Transfer Data to ARC Storage Services section below.

This tool is only available for use by U-M faculty (regular, emeritus, and lecturers), staff (regular and temporary), students, and sponsored affiliates (Type-1 only). Alumni and retirees should use Google Takeout to transfer any data from their U-M Google accounts.

First Steps

Prepare your data

To begin, you should review the files and folders you own in Google Drive. There is very likely data you own that is no longer needed, so reviewing your files before transferring will help determine which data should be kept and which should be deleted. This will not only help reduce your storage usage in Google but also reduce the time it takes the tool to transfer your data and prevent you from exceeding your 5TB storage limit in your U-M Dropbox account.

The tool allows you to transfer:

  • Any folder you own at the root level of your My Drive

If you need to transfer an entire folder structure that contains different owners of files and folders, you must be at least the owner of the parent folder to transfer it all to Dropbox.

Note: Folders with the terms "personal" or "private" anywhere in its name will not appear in the list. (Additionally, "personal"/"private" is not case-sensitive and can include names with no spaces between words. E.g., "MYpersonaLFolder" will still not appear in your list.) If you would like to transfer one of these folders, you must rename the folder.

  • Any shared drive of which you are assigned a Content Manager or Manager

Tip: If you intend to transfer a shared drive, you should speak with the other Content Managers and Managers to confirm that only one of you will be transferring the data to Dropbox. This will prevent unintended duplication of data if more than one person transfers it.

  • Your Google Photos library

‚ÄčNote: Photos/videos stored in your Locked Folder in Google Photos will not transfer with your library. If you would like these items to be transferred, you will need to move them out of the Locked Folder to your main library.

You can only transfer one item per request. You are unable to select for transfer:

  • Individual files from your My Drive, only folders you own. (We recommend copying multiple folders at once by creating a new folder in My Drive and moving all the folders you wish to transfer into it. To further organize your data, you can also sort it into folders by subject, event, project, etc., making it easier to organize once in Dropbox.)
  • Individual files/folders from a shared drive. Everything in the drive transfers.
  • Individual photos/albums from your Google Photos library. Everything in Google Photos transfers.
Important: Everything transfers to your individual account in U-M Dropbox. Nothing transfers directly to a Dropbox Team Folder. Your transfer will fail if you attempt to copy over 5TB of data to Dropbox, as it will exceed your individual account's storage limit in Dropbox. If desired, any team-based data you choose to transfer will need to be moved manually into a Team Folder via Dropbox once the transfer is complete, including shared drives.

Lastly, the tool does not maintain sharing or permissions on transferred files and folders. Once the data is copied to Dropbox, you can use the original files/folders in Google to re-establish correct sharing/permissions within Dropbox (before you delete the data in Google).

    Authenticate your accounts

    After preparing your Google data for transfer, you can proceed with authenticating your U-M Google and U-M Dropbox accounts with the tool.

    Note: Some steps may differ slightly depending on whether you are currently logged in to U-M Google and/or U-M Dropbox when you open the tool. For this reason, make sure to read each step carefully.

    1. Go to the ITS Google Storage Transfer Tool.
    2. Log in to U-M Weblogin with your uniqname and UMICH (Level-1) password, and authenticate with Duo two-factor authentication (if prompted).
    3. Click Authenticate Dropbox on the Dropbox Authentication page.

    You must authenticate to Dropbox even if you are a faculty member transferring their data to an ARC storage service.

    If you do not have a U-M Dropbox account, refer to the instructions for creating your account.

    1. Enter your @umich.edu email address in the Email field and click Continue. (Since you have already logged in to U-M Weblogin, you should not need to sign in again.)
    2. Click Allow to grant the tool access to your U-M Dropbox account.
    3. Click Authenticate Google on the Google Authentication page.
    4. Enter your @umich.edu email address in the Email field. If you are already logged in to your account, click your U-M Google account from the Choose an account list.
    5. Click Allow to grant the tool access to your U-M Google account.

    After you have authenticated your accounts, you will be brought to a page where you can select the data you'd like to transfer.

    Remember: The ITS Google Storage Transfer Tool does not maintain sharing or permissions on transferred files and folders.

    Transfer Data to U-M Dropbox

    ‚ÄčImportant: You should thoroughly review the section on Limitations for a complete list of current limitations of the transfer tool before proceeding.

    The tool only allows you to transfer one item per request.

    1. Click the Transfer this item button beside the item you'd like to transfer from the table provided.

    Tip: If you cannot find a specific folder in the table, it is likely either within another folder or owned by someone else. If you cannot find a specific shared drive, you are not assigned as a Content Manager or Manager of the drive. If you can't find your Photos library, you don't have any owned data in Google Photos.

    1. Select Dropbox from the drop-down menu and click Submit.

    After you submit your request, you will be taken to the tool homepage to view the status of your current transfers. If you have additional data you'd like to transfer, click the Create a New Transfer Request button. After clicking the button, you will be asked to log in with and grant access to your U-M Google account again. You can then repeat steps 1 and 2 of this section as many times as needed.

    Warning: Do not move or edit the items you're transferring in Google Drive, Photos, or shared drives until the transfer is complete, as this may cause issues and result in your data being copied incorrectly. Your transfer has finished when the status in the tool shows "Done" or "Complete," and you have not received an email indicating something went wrong with your transfer. However, it is always best practice to compare your data in Google with its copy in Dropbox before deleting it from Google to ensure everything copied correctly. 
    Important: Depending on the size of your data transfer, it may take weeks to transfer to U-M Dropbox. Transfer times depend on how much data you're transferring, what types of data you're transferring, and how many individuals are currently transferring their data using the tool.

    You will receive an automated email when your transfer is complete (with the subject line, "Notice: Your Google transfer is complete!"). Once the transfer is complete, you can find your data in U-M Dropbox under All files > Apps > ITS Google Migration Project.

    The tool does not delete the data from U-M Google after it has transferred to U-M Dropbox. Once you receive the confirmation email and verified that the data copied correctly, you will need to delete the content from your Google account.

    After your transfer is complete, you should move any team-based/institutional data you transferred into a Dropbox Team Folder.

    Transfer Data to ARC Storage Services

    Eligible faculty members may choose to transfer their data to an ARC storage service (Turbo, Locker, Data Den) using the tool. (This option is not available to staff or students.)

    ‚ÄčImportant: You should thoroughly review the section on Limitations for a complete list of current limitations of the transfer tool before proceeding.

    The tool only allows you to transfer one item per request.

      1. Click the Transfer this item button beside the item you'd like to transfer from the table provided.

      Tip: If you cannot find a specific folder in the table, it is likely either within another folder or owned by someone else. If you cannot find a specific shared drive, you are not assigned as a Content Manager or Manager of the drive. If you can't find your Photos library, you don't have any owned data in Google Photos.

      1. Select ARC Storage Service from the drop-down menu and click Submit.

      After you submit your request, you will be taken to the tool homepage to view the status of your current transfers. You will receive a confirmation email (with the subject line, "ARC storage services consultation request") stating that ARC has received your transfer request. A representative from ARC will contact you soon to further coordinate to which storage service your data will be copied.

      Warning: Do not move or edit the data you're transferring in Google Drive, Photos, or shared drives until the transfer is complete, as this may cause issues and result in your data being copied incorrectly. Your transfer has finished when the status in the tool shows "Done" or "Complete," and an ARC representative has contacted you via email to work with you and confirm your data has successfully been copied to the appropriate ARC storage service. You should only delete the data in Google once you get the confirmation from ARC that the transfer is complete.

      Limitations

      There are several limitations when using the ITS Google Storage Transfer Tool. Refer to the list below for more information.

      • This tool is only available for use by those eligible for a U-M Dropbox account. This includes U-M faculty (regular, emeritus, and lecturers), staff (regular and temporary), students, and Type-1 sponsored affiliates. Alumni and retirees should use Google Takeout to transfer any data from their U-M Google accounts.
      • The tool does not maintain sharing or permissions on files and folders that are transferred.
      • Transfer times vary depending on how much data you're transferring. If you have a large amount of data, it may take weeks to complete.
      • If you do not have any folders in the root level of your Google My Drive, there will be no folders to choose from in the transfer tool. Create a folder in My Drive to store any files/folders you'd like to transfer, and try again by refreshing the transfer page in the tool.
      • You cannot directly transfer data to a Dropbox Team Folder. Everything copies to your individual account. If desired, any data you choose to transfer will need to be moved into a Team Folder via Dropbox once the transfer is complete, including shared drives.
      • You can only transfer one item per request. If you need to transfer additional items, you can create another transfer request in this tool at any time.
      • Folders with the terms "personal" or "private" anywhere in their name will not appear in the list. (Additionally, "personal"/"private" is not case-sensitive and can include names with no spaces between words. E.g., "MYpersonaLFolder" will still not appear in your list.) If you would like to transfer one of these folders, you must rename the folder in your My Drive and refresh the transfer page in the tool.
      • If you have Partner Sharing enabled in Google Photos, you must turn off Partner Sharing before you can transfer your Photos library. After turning it off, refresh the transfer page in the tool, and your Photos library should appear as an option.
      • Your transfer will fail if you attempt to copy over 5TB of data to Dropbox, as it will exceed your individual account's storage limit in Dropbox.
      • Google file types should not be transferred to U-M Dropbox.
        • If you inadvertently include Google file types in your transfer, the only types that will convert and transfer include:
          • Google Docs (become Microsoft Word files)
          • Google Sheets (become Microsoft Excel files)
          • Google Slides (become Microsoft PowerPoint files)
          • Google Drawings (become .SVG files)

      Additional Resources

      Last Updated: 
      Friday, September 15, 2023