Google Drive

Tool class: Document storage

In Google Drive, a topic’s document storage surface is one shared drive. A shared drive is owned by the organization, not by a person. Files stay in the shared drive when a member leaves.

Set up the surface for one topic

These steps use the example topic Example Co Operations (topic code EXOP).

1. Confirm the topic in the registry. Use the exact topic code and name. Do not derive a code from a similar name.
2. Search the existing shared drives for the code EXOP and for the name. If a shared drive for the topic already exists, use it. If two exist, record a provisioning gap and stop.
3. Create a shared drive named EXOP Example Co Operations.
4. Add the topic’s Google Group, exop@example.com, as a member. Give it the role that most participants need, usually Content manager or Contributor.
5. Add the maintainer as a Manager. Add at least one other Manager so that the drive is never left without one.
6. Create a small set of top-level folders by stable subject, for example Contracts, Meetings, Reports, and Archive.
7. Review the shared drive settings (see below).
8. Add the shared drive link to the topic profile and to the purpose page in the knowledge base.

Settings

Each shared drive has its own settings. Managers can change them in the shared drive settings. Review these for each topic:

• Sharing outside the organization. You can restrict sharing of files with people outside the organization. Restrict it unless the topic’s access boundary includes external participants.
• Sharing with non-members. You can restrict sharing of files with people who are not members of the shared drive. Restricting it keeps access inside the boundary.
• Download, copy, and print. You can stop commenters and viewers from downloading, copying, or printing files. Use this for topics with sensitive material.

Your organization’s administrator can set defaults or limits for these settings. If a setting is not available to you, it is controlled at the organization level.

Permissions

A shared drive has five member roles:

Follow these rules:

• Add the topic’s Google Group as a member. Add or remove people in the group, not in the drive. The drive then follows the same access boundary as the topic’s email and calendar surfaces.
• Keep the number of Managers small: the maintainer and one backup.
• Give external participants access through a separate group, and record it as an exception to the boundary.
• Do not share individual files with individual people as a routine practice.

Maintenance

The maintainer checks the shared drive on a regular schedule, for example every quarter:

• The name still matches the topic code and name.
• The member list contains the topic’s group and the expected Managers, and no unexpected individuals.
• The settings for outside sharing and for download, copy, and print still match the topic’s needs.
• The top-level folders are still few and stable. Move files that are not in a folder at the top level into a folder.
• Files shared outside the boundary are reviewed and either recorded as exceptions or unshared.

When the topic becomes inactive:

1. Change the topic’s group to the Viewer role, or to Commenter if review is still needed.
2. Keep the shared drive and its files according to the retention rule. Do not delete it.
3. Update the lifecycle status in the topic profile and on the purpose page.
4. If files move to another topic, leave a short document at the top level that links to the new location.

Agent notes

• Resolve the topic first. Find the shared drive through the topic profile or the purpose page, then confirm that its name contains the topic code.
• Search before you create. Search for an existing file or folder before you create a new one.
• Link instead of copying. Put the Drive link in the task or page. Do not attach a copy.
• Confirm before consequential changes. Ask before you move, delete, or rename files, or before you change members or sharing.
• Do not widen access to make your own work easier. If you cannot read a file, report it.