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Recommendations for Departments using Google Drive

For schools and departments using Google Drive for departmental file storage and sharing, we recommend the use of Google shared drive (opens in new window) . When collaborating with others, shared drives function similarly to Google Drive folders that are created in My Drive and then shared, or managed departmental folders.

Key advantages of Google shared drives over Google Drive shared folders

  • File and folder ownership remains with the shared drive itself and is managed by the shared drive creator. This allows collaborators to retain continuous file access, even in the event that the person who created the files leaves the university. As long as there are TMU members included in the shared drive.
  • Access controls can be managed with Google Groups. This feature automatically grants or removes shared drive access when members are added or removed from a Google Group associated with the shared drive.

Some drawbacks of Google shared drive

  • When a Google Form is stored within a shared drive, the option to have form respondents upload a file is not available.
  • Shared drives do not allow customized sharing permissions on subfolders. If you share a folder with a user, they will have access to all contents within the folder, and you cannot customize their access on any subfolder within the main folder.

Recommendations for managing sharing permissions for shared drives and other Google apps

Especially when managing multiple shared drives, calendar invitations and group emails with large groups, it can be helpful to request a Google Group (opens in new window)  to control sharing access to a shared drive. By creating a Google Group, you can simplify the process of removing access from individuals, if required.

Instead of searching for and removing someone’s access to individual files, managing permissions via Google Groups allows you to remove their access to every shared drive, file or folder that’s been shared with the Group, by removing the person from the Google Group as a whole.