Microsoft365 Storage Management for All Users

This information was emailed to all employees and students by Vijay Menta on April 14, 2025.

Dear WPI Employees and Students,  

Beginning next summer, Microsoft will impose new limits on data storage that will impact all WPI accounts. We need to take action now to avoid being charged several hundred thousand dollars each year while also managing data retention and preservation more appropriately. 

Based on our license count with Microsoft, our total data storage usage should not exceed 200 TB. Right now, we are using more than double that amount and our use grows every month.  

Information Technology Services (ITS) has been analyzing how best to stay within the limit while maintaining necessary data for email, individual work, departmental services, academic, and research activities. Going forward, all WPI users will have new limits on their Microsoft 365 Outlook email and OneDrive storage.  

Over the coming year, ITS will work with the community to manage data needs and identify where best to securely store specific types of data. 

• April 17, 2025: Storage limits will be applied to new WPI accounts created on or after April 17.
• May 20, 2025: Storage limits will be applied to all WPI accounts created prior to April 17, 2025. If your account is over the limit, your account will continue without disruption while ITS helps you assess and manage your data.
• June-December 2025: ITS will contact users who are over the limit and will provide guidelines and instructions for moving and managing data.
• January-June 2026: ITS will monitor storage to ensure WPI is operating within permitted storage limits, so no extra costs are incurred.  Additionally, ITS will also assist in making sure that the data is properly stored, protected, and preserved based on the type of data. 

In the meantime, please begin reviewing your Outlook and OneDrive accounts to reduce the amount of stored data. These resources can help: 

• Frequently Asked Questions, which will be updated as the project progresses. 
• Self-service instructions for your account storage are included in the FAQ.
• The Data Storage Management form can be used to submit questions, ask for individual help, or schedule ITS to speak with your department.
• Training options will be announced soon. 

We are confident that together we can optimize WPI’s data storage management while adhering to academic, legal, and regulatory data retention requirements. Thank you in advance for your cooperation and partnership in meeting this financial sustainability goal!  

Best,  

Vijay Menta, Vice President and Chief Information Officer  

LeeAnn LeClerc, Chief Information Security and Technology Officer