Use Google Shared Drive
Google Workspace now gives you another option for storage, so you have enough storage space for your files through Google Shared Drive.
A Shared Drive is a space where a team can store, search, and access files anywhere, and from any device. These files belong to a team, not a specific individual. So the files stay in place, even if some team members leave and new members join.
Why use Benilde Shared Drive?
A Shared Drive gives a department, center, or office additional storage on top of the individual space on Google Drive. These files stay within the department, center, or office despite changes in personnel or team members.
How do I use the Shared Drive?
Initially, the Digital Technology Office will prepare a Shared Drive per center, and assign a Center Head as a manager.
Once a manager is assigned, they can create new folders and files within the Shared Drive. The manager can add team members through the share option. The manager also selects the type of access to assign to each member.
Types of member access:
- Manager – can manage members, upload, edit, move, or delete all files and folders
- Content Manager – Can upload, edit, move, or delete all files
- Contributor – Edit all files and upload new files, but cannot move nor delete files
- Commentor – Can only comment on all files
- Viewer – Can only view all files
What types of files can you add to Shared Drive?
All file types except Google Maps files.
Who owns the files and folders in a Shared Drive?
Can I move files and folders within a Shared Drive?
Yes, if you have access as a Manager or Content Manager. Note that only Managers can move files and folders between Shared Drives.
Can I sync files to my computer?
Yes, with Google Drive for desktop
How does sharing work?
All team members see the same file set.
How long do deleted files stay in the Trash?
Each Shared Drive has its own trash. After 30 days, files and folders in the Trash are deleted forever. Members can delete specific files sooner.
Can I restore files from the Trash?
Yes, if you have access as a Manager, Content Manager, or Contributor.
When to use Shared Drive?
Use Shared Drive in the following situations:
- Group project/event where everyone needs access to the same files
- Files are shared with the same group of people
- Files share a consistent theme or topic
- Files aren’t personal and are of interest to a specific team or group
- Files can be used as templates so team members can copy and reuse them
- Sensitive files where you can add extra security to limit access
Need further assistance?
Please submit a ticket.