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Storage Limits: Drive could run into file/size limits on the long run. Collaboration: This could improve internal collaboration when different people need constant access to different resources across different areas. One way to address this is by deploying folder level permissions for your Shared Drive to pare down access to different folders - Yet, you still need to pay extra vigilance to Drive file ownership to avoid things like lost or orphaned files. However, this could have remarkable DLP and Security risks, especially when different users have access to sensitive or ‘classified’ information. You can also search for files more efficiently. Instead of managing dozens of Drives you simply manage one. Drive Security: From a management perspective, it may seem easier. One Google Shared Drive with a folder for each areaĪ single Shared Drive for your entire organization (aside from users’ personal ‘My Drives’), with users added as viewers/editors of their area’s folder. Start by defining how you want to set up your Google Shared Drive structure - It’s the architectural equivalent of a design master plan.īelow are the three most common Google Shared Drive structure options, with a glimpse on what each option offers: 1. What’s the best Google Shared Drive Structure for my Organisation? This may feel like you need cowboy tools to assign everything to its proper place - Which isn’t true, but that’s a topic for another day. In the second scenario, though, you’ll have multiple files and folders spread out across Shared and My Drives. That’s common when first deploying Google Drive for your users, or when they’ve been using Drive for some time without sticking to a specific structure. One challenge many CIOs and system admins may face is not knowing how to best structure their organisation’s Shared Drive (or where to begin). Podcast: Play in new window | Download (Duration: 3:30 - 8.0MB)Īs highlighted in our 6 Google Drive Data Loss Preventio n Practices for every CIO, your Google Shared Drive structure is one of the first steps to a complete Drive Data Loss Prevention (DLP) strategy.