Best Practices To Setup Google Drive For Your Organisation
Google Drive and Google Workspace are amazing tools to keep your business’s tasks and plans organized, but the sharing documents part can be a little tricky to understand and manage going forward. To help you out, we created a simple way to manage user access now and going forward by using Google security groups.
If the term Google Security Groups is not familiar, you should know that they enable you to manage multiple users at once by applying a security group to a folder. This is ideal when onboarding or offboarding staff as you simply apply them to a group and it will automatically apply them to the relevant folders as per their job requirements. E.g new salesperson goes into the sales Google Group and has access to all the files and folders related to the sales role.
The benefit here is you save a lot of time. If the job would be done manually, you would have to go through all the files and folders and manually add this new user in order for them to have access to the correct data. This tedious task can be very time consuming and likely to have things missed if you have a complicated folder structure.
We put together a comprehensive video where we explain step-by-step how to best set this up:
Summary & tips when using Google Workspace and Drive Sharing
Google Drive sharing is a tool that makes an organization a whole lot easier. It’s like having your own managed IT services and it’s all in the cloud. With Google Workspace, you have a bit of managed IT systems and cloud services. It’s really good for small to medium businesses. Also, you get rid of many repetitive tasks that are usually extremely boring for the person performing them. Now, let’s summarize what we learned and see how it can be improved:
- Avoid sharing users files & folders, put users into Groups and groups to folders
- Google Workspace setup – Best to setup a new account to administer google drive e.g email@example.com. Also, set up a 2-step verification to protect this account.
- Google Workspace Migration – Migrate all data to the master Google drive account (owner).
- When deleting users, select master Google drive account to also change the respective drive’s ownership.
- Provide detailed instructions to staff on how Google Drive works
- If users delete files without being the owner, then the change should only reflect for that user (in browser).
- Google Drive Sync is not recommended for multiple computers. Single point sync on local network is better.
- Backup your Google Drive – Google has only a 3 week retention period!
Google Workspace Support
Don’t worry if this all seems too hard or you don’t have the time to do this. You can contact Onsite Helper for any of your IT needs and we’ll take care of it for you.
Onsite Helper is an Australia-based onsite IT solutions company. We specialise in managed IT systems and solutions to give you the best business IT support. Our highly trained IT professionals provide a wide range of services; ranging from managed IT support and monitoring to full IT security assessment and consultation.