Overview
This article will give you the resources to set up a Shared Drive in Google Drive, as well as list helpful best practices for departments, student clubs, or student organizations setting these up for shared file access.
Instructions
Please check out this Google help article to find the most up-to-date instructions for setting up a shared drive in Google Drive.
Shared Drive Best Practices for Groups
- Determine a standard hierarchical structure of the folders and data in Shared Drive.
- With the top-level Shared Drive we recommend standard naming conventions of “{Dept/Club/Org-Name}-xxxxx yyyy”. This helps to organize data when a user has multiple similar named folders from other users, as well as locating and migrating data upon employee or student departure.
- Replicate required permissions from My Drive to Shared Drive folders and files.
- There should be at least two full “Managers” in the sharing settings of the top-level Shared Drive. We recommend this to be one main person and a direct supervisor, or two leaders of the student club/org.
- Move (but do not copy) all data from My Drive to the newly created Shared Drive.
- Ensure all data has been removed from My Drive.
- Discontinue all use of My Drive sharing on the account, use only Shared Drives.
Need Help?
Need additional information or assistance? Contact CTS.