Google gives people who use G Suite Business, Enterprise, Education, or Nonprofit editions two distinct varieties of Google Drive storage: My Drive and Team Drives. Both function as a reliable spot to store, organize, and share files. Yet, there’s one major distinction between the 2: When you add a file to a Team Drive, all individuals the Team Drive get access to the file, but if you add a file to My Drive, your file remains private by default.
Google also gives G Suite administrators the opportunity to adjust the default file access and sharing settings for Google Drive and Team Drives. Most G Suite administrators review and configure Google Drive settings throughout the initial G Suite deployment, but Google recently added more settings in mid-2018 to assist secure Team Drive data.
Evaluate the following settings to control, protect, and monitor your organization’s Team Drives. You’ll need to have a G Suite administrator take into account your business to access Admin console settings.
Manage Team Drives – n many cases, your organization’s default Google Drive sharing settings also serve as the default Team Drive sharing settings. Sign in the G Suite admin console (at admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Sharing Settings. Review these setting to ensure external sharing is either allowed or restricted appropriately.
Immediately underneath the Sharing settings section, you’ll see Team Drive creation controls. Each one of these five options prevents an alternative action. Any selection made here pertains to Each of the organization’s Team Drives. For instance, a G Suite administrator in an organization especially focused on security could select all five of those options, which will lead to gsuite access being restricted solely to individuals inside an organization, and with only members of a Team Drive being able to access files on that Team Drive. Such a configuration would also constrain downloading, copying, and printing of files through the Team Drive.
A much more frequently-used configuration may be to check on only the “Prevent full-access members from modifying Team Drive settings” option. This helps to ensure that a G Suite administrator can choose the sharing, membership, and content action options allowed (i.e., usage of download, copy, or print) for every Team Drive, minus the risk that a full-access member might modify these settings.
Screenshot of G Suite Admin console Manage Team Drives options (with sharing, membership, and content action options shown)
Review and manage Team Drive sharing and content action settings for all of your organization’s Team Drives.
Protect Team Drive content – A G Suite administrator could also review and adjust membership, sharing, and content action settings for all Team Drives. Again, login towards the Admin console (admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Team Drive > Manage Team Drives.
Screenshots of Team Drive sharing options – left shows items not able to be modified; right show items capable of being changed.
A G Suite administrator can restrict many Team Drive sharing, membership, and content actions (as shown on the left). More permissive options allow Team Drive members to share externally, add members, or copy, download, and baysuv files (as shown on the right).
As these settings affect each Team Drive, you are able to configure very flexible and open options that allow external sharing and content actions for some Team Drives, while choosing far more locked-down options that prohibit external sharing and content actions for other Team Drives.
Importantly, so long as a G Suite administrator doesn’t prohibit it, individuals a Team Drive who may have full-access permissions may adjust Team Drive settings.
Monitor Team Drive changes – G Suite also gives administrators the opportunity to review Team Drive changes. Sign in the Admin console, go to Reports > Audit > Drive > then look for that Item Type filter (within the column on the left) and judge “Team Drive” through the options. Visit the bottom of this column, then select “Search” to utilize the filter. You’ll then visit a report of all Team Drive administrative activity for your organization.
You can include additional filters for this report, too. For example, in addition to selecting “Team Drive” items, you can also look for the “Item Visibility Change” option, and choose “Internal to External,” then select Search. This displays a study of Team Drive items available today to individuals away from organization, that were previously only accessible internally.
Your feelings on Team Drive? If you use Team Drives for files in your organization, what settings would you use usually? If you’re a G Suite administrator, perhaps you have restricted any Team Drive settings – or would you allow most actions?