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