How to organize Google Drive with shared drives

Why use shared drives for team files?

Because the files belong to the organization and remain when a person leaves the company. Shared Drives allow you to manage members and restrictions consistently, while My Drive is more appropriate for personal or temporary work.

Risks to review

• Concentrate critical files in an employee's personal account.
• Give administrator roles to more people than necessary.
• Move folders without checking owners, links, integrations and limits.
• Allow external access without responsible parties or review date.

Safe recommendations

1. Create units by team, function, or project with a defined purpose.
2. Assign at least two managers and use groups to manage members.
3. Select the minimum access level for each feature.
4. Restrict sharing with outsiders or non-members when the content requires it.
5. Move information in stages and validate links, applications and permissions.
6. Review members, deleted items, capacity, and external access periodically.

When to seek specialized help

• Large volumes or structures with complex permissions must be moved.
• There is critical information in accounts of people who will leave the company.
• Contracted edition, limits, or sharing policies are unclear.