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ArcGIS Online Governance at the University of Illinois

To ensure a sustainable and reliable ArcGIS Online environment for all users, storage, accounts, and content are actively managed across the University of Illinois system.

Quick Start: What You Need to Know

Manage Your Account

  • Log in at least once every 2 years

  • Transfer important content before leaving the university

  • Assign shared/project data to active users

  • Back up critical data outside ArcGIS Online

  • Do not rely on NetID status alone to preserve your account

Manage Your Data

  • Only publish data you actively need

  • Limit dataset size before publishing (e.g., use Clip)

  • Store full datasets locally when possible

  • Remove unused or outdated content

  • Avoid enabling advanced features (Sync, tracking) unless needed

Core Principles

ArcGIS Online at U of I is designed to support active work and collaboration, not long-term storage.

We prioritize:

  • Preservation of active, in-use data

  • Sustainable storage practices

  • Shared responsibility across all users

User Account Lifecycle Policy

Account Activity

User accounts that have not been accessed for two (2) years are considered inactive and may be subject to removal.

This policy applies to all users regardless of campus or NetID expiration timelines.

NetID and Access

ArcGIS Online access is integrated with the University’s NetID system through single sign-on (SSO).

  • Expired NetIDs will prevent login to ArcGIS Online

  • However, account and data retention are managed separately based on activity

Account Removal Process

Inactive accounts may be removed as part of routine maintenance.

Before permanent deletion:

  • Content may be reviewed for active use

  • Shared or critical data may be preserved or reassigned

  • Other content may be removed

Data Retention

Content from removed accounts may be temporarily retained for a limited grace period before permanent deletion.

Feature Storage Policy

Storage Limits

Hosted feature content larger than 100 MB is subject to removal after approximately one month.

Removal and Retention

Content exceeding storage limits may be removed during routine maintenance.

Removed content may be temporarily retained for a short grace period to allow recovery if needed.

Best Practices for Managing Data

To reduce storage usage:

  • Avoid creating hosted feature layers unless necessary

  • Use tools like Clip in ArcGIS Pro to reduce dataset size

  • Store full datasets locally (e.g., File Geodatabases)

  • Remove unnecessary fields, features, and attachments

  • Review feature layer settings (Sync, tracking)

What Happens If…

I Can’t Log In

Your NetID may have expired. Contact your campus IT support.

My Data Was Removed

Data may have exceeded storage limits or been tied to an inactive account. Contact support to check if it is still within the retention window.

My Map or Dashboard Stopped Working

A data source may have been removed or access permissions changed. Contact support for assistance.

Need Help?

For questions or assistance, please contact the U of I WebStore.

Maintaining a sustainable ArcGIS Online environment ensures continued availability and performance for all users.