Tips to consider when setting up a new Google Team Drive

Records Management recommend downloading 'Google Drive File Stream' from MySoftware/Software Centre. This visually reflects a traditional Share Drive and will make the transition much easier.

1) Ensure that only the correct type of documents/information are stored on your Google Team Drive.

Remember, Google Team Drives are primarily a space for collaboration and working papers. E.g. Google Team Drives and even file shares are not normally an approved long term repository for corporate University records. For more information visit the University recordkeeping systems website.

In particular, staff must ensure they are managing corporate University records in line with all relevant University polices and procedures. Some important examples include (but are not limited to): University Privacy and GDPR requirements (where applicable) regarding the management and handling of personal and sensitive information.

Staff must ensure that all credit card information is managed in accordance with the relevant polices and procedures, including the Electronic Information Security: Payment Card Industry Security Standards (PCI-DSS) Procedures (Australia only).

There may be different requirements around the use of Google Team Drives for researchers. Visit the links provided on our 'Information for researchers' website for more information.

2) Avoid complex sub folder set-ups.

There is often a tendency with folder set ups to overly 'individualise' folder structures. E.g. People setting up their own complex sub folders and running into 10+ levels down. This can lead to multiple copies of information being stored in silos across an area or departments Google Team Drive.

Keep folder set ups simple and try to think about how someone other than yourself in a few years' time might go looking for things.

3) Try and use functions, activities, or subjects as folder names (rather than names of people and/or specific departments/business units as these often change quickly and can make the folder structure redundant).

Visit our LOCATE guide for naming convention ideas.                                                                                                                                                                            

4) Invest in a Google Team Drive 'Gatekeeper' at your local level to monitor the growth and content of your Team Drive site.

  A 'Gatekeeper' can ensure access rights etc. are kept current and routinely remind team members to remove obsolete, redundant material regularly.

5) Try and allocate time in the year - either individually or as a group - to re-assess and re-evaluate how you are using your Team Drive site. Undertake regular reviews, and remove obsolete and redundant material.

6) Keep up to date with the relevant Google features to help you manage your documents well. Visit your MyDevelopment portal to see what is available.

Need more advice? Contact Records Management.