Google to apply more secure links in Drive

On July 26, 2021, Google will start contacting Ryerson account holders with advance notice of a security update taking place on September 13. The update will change some individual file links in Google Drive, making them more secure for sharing. 

The impact of this security update should be quite low since the files affected are non-Google files or Google Drive folders that were created prior to 2017. Also please note that people who have accessed the impacted files and folders before or are on the "Share with people and groups" list will be able to continue accessing the files without need for the new file or folder link. People that may get the "request access" page are people that are accessing the resource for the first time by the link.

Specific file types will be affected

Links will change only on files that fit specific criteria, including if:

• it is a non-Google file that is stored in Drive; and
• the file was added to Drive in November 2017 or prior*; and
• the file’s share setting is configured as:
  • "Anyone with the link can view/comment/edit"; or
  • "Anyone in the organization with the link can view/comment/edit".

There will be no impact to Google files such as Docs, Sheets or Slides.

Some individuals may lose access to files

Once this change takes place, those who click the new file link will have one of two experiences:

• If the individual has opened the file prior to the security update, they will continue to have access.
• If the individual has never opened the file prior to the security update, they will need to re-request access.

Those who have been specifically named as having view, comment or edit access to an affected file or the folder in which it’s stored will continue to have the same access following the security update.

What to expect

1. On or after July 26, you will receive an email from Google with the subject line “Security update will be applied to Drive (external link) ”. This email will include a link for you to review files that will be impacted by the September 13 security update.
2. Since some individuals may be unable to access files, you may receive new access requests after September 13. Please reinstate view, comment or edit access accordingly.

If you wish to avoid access interruption for the affected files, consider distributing the new links provided by Google ahead of the September 13 update.

*Please note that this article has been corrected to indicate that files added to Drive in November 2017 or prior are impacted.