Google Drive - Shared Drives


Google Shared Drives are cloud storage spaces where teams can easily store, search, and access their files from any device. Unlike files in My Drive, files in Shared Drives belong to the team instead of an individual. Even if team members leave, the files remain in place, ensuring continuous access for all team members.

T&I Manages access to shared drives, and the creation of brand-new shared drives. Please contact us for additional support!

Ownership and Access Management

Team-Based Ownership

In Google Shared Drives, files and folders are owned by the team rather than individual users. This ensures that important documents and resources are accessible to all members of the team, even if someone leaves the college or changes roles.

Lifecycle Management

Shared Drives handle the lifecycle of files efficiently. When employees or students join or leave the college, their access is automatically adjusted according to their role in the Org group. This automation prevents data loss and ensures new members have the access they need from day one.

Sharing Individual Documents

While you can share individual documents within a Shared Drive with specific people, for changes to Shared Drive access, please contact T&I for assistance.

Migrating Content into a Shared Drive

Preparing for Migration

Before migrating your content into a Shared Drive, it’s a good idea to organize and clean up existing files. Remove any duplicates, delete outdated files, and ensure that everything is properly named and categorized. Always double-check that the files you're moving are correct to avoid accidentally sharing files you'd prefer to keep within your individual drive.

Step-by-Step Migration Process

  1. Open Google Drive and navigate to My Drive.
  2. Select the files and folders you want to move.
  3. Right-click and select Organize> Move then select All locations>Shared Drives to select the appropriate shared drive.
  4. Confirm the move. The files will now reside in the Shared Drive and inherit its permissions and settings.

Post-Migration Best Practices

After moving your files, take some time to review the organization and permissions within the Shared Drive. Ensure that:

  • Files and folders are logically organized.
  • Permissions are correctly set for all members.
  • Regular reviews and clean-ups are scheduled to keep the Shared Drive tidy and efficient.

By following these steps, you can ensure a smooth transition to using Google Shared Drives and take full advantage of their collaborative and management features. For further assistance, please refer to the contact support blurb appended to this article.

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