Different kinds of files flowing into a folder in the cloud

5 Tips to Managing Company Files in Google Drive

Every company has files they need to store, share and collaborate on and Google Drive is becoming a popular way for them to do it. This is because Google Drive is part of the G Suite productivity suite which offers some of the best collaboration tools and is very easy to use. 

In fact, G Suite is not only easy to use, it is easy to get started with. So easy, in fact, that businesses often allow IT professionals or sometimes, employees, with little to know understanding of G Suite, to set it up for them. 

While in the short run, this approach can result in initial IT cost savings, in the long run, it can result in severe negative consequences and prevent the businesses from getting the most out of their employees and their G Suite investment.

The reason for this is that if G Suite and Google Drive are not configured and deployed correctly, a business can quickly lose control of their files, fail to meet regulatory compliance requirements and inadvertently expose both their files and data to loss or theft. Moreover, without a proper understanding of the full ecosystem of apps that integrate into G Suite and specifically, Google Drive, businesses are unable to get the most out of either of these platforms.

In order to help businesses currently using Google Drive or considering using Google Drive avoid these pitfalls, Cave Consulting has developed the following five (5) tips:

Maintain proper ownership control of your files by understanding the differences between (MyDrive) and Shared Drives (available only in G Suite Business and G Suite Enterprise) and determine the appropriate manner in which to leverage them.

  • Failure to do this can allow employees to delete or download company files without the company’s knowledge or permission.

Prevent file loss due to accidental or intentional file deletion by determining whether Google Vault (G Suite’s eDiscovery tool) is necessary and always implement a secondary backup that allows you to restore lost files to any account in your organization without altering the file formats or share permissions.

  • Failure to do this could result in the loss of some or all of a company’s files with no way to recover them (assuming they were backed up).

Avoid unintentional data leaks by employing a tool that allows you to discover publicly shared files and unshare them from a central location.

  • Failure to do this could expose sensitive data to the public or hackers which could lead to lawsuits, the loss of trade secrets and regulatory compliance violations. 

Minimize any negative impacts from a ransomware attack by employing a real-time ransomware monitoring tool that identifies the source of the attack, stops it and automatically rolls back any files that may have been affected.

  • Failure to do this could, at worst, result in the catastrophic loss of all company files or at best, require a lot time and money to recover and reshare the files. 

Make it easier for teams to find and work on documents by properly naming and organizing files in Google Drive, understand what tools (ie – CRM’s, Project Management, etc…) your teams currently use, determine if better tools exist (specifically in the G Suite Marketplace) and leverage shared folder or file links rather than attachments whenever possible.

  • Failure to do this could result in employees wasting a lot time looking for files in Google Drive and their inbox and prevent a business from taking advantage of an app or apps which could improve workflows or their operations.

Cave Consulting routinely helps businesses, schools and other organizations properly employ all aspects of G Suite, including Google Drive and serves as a Google Cloud Partner they can trust to get them on the right track and navigate the continuously changing digital workplace and technological world we live in.