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First, decide if you should use shared drives or My Drive.
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1.1 Differences between My Drive and shared drives
Some key differences between My Drive and shared drives are:
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My Drive
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Shared drives
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Who can add files?
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The person who owns My Drive.
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Any member with Contributor access or higher.
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Who owns files and folders?
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The individual who created the file or folder.
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The team.
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Can I move files and folders?
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Yes, you can move files and folders around in My Drive.
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- If you have Contributor access or higher, you can move files from My Drive to a shared drive.
- If you have Content manager access or higher, you can move files and folders within a shared drive.
- If you have Manager access, you can move files out of a shared drive or between shared drives.
- If you want to move folders from My Drive to a shared drive, contact your administrator.
For details on adding files to a shared drive, see Get started with shared drives.
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How does sharing work?
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Different users might see different files in a folder, depending on their access to individual files.
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All members of the shared drive see all files.
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How long do files I delete stay in Trash?
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Files and folders in Trash are deleted forever after 30 days. The user can also delete files in Trash by selecting Delete Forever.
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Each shared drive has its own Trash.
- Members with Content manager access and above can move files to Trash.
- Files and folders in Trash are deleted forever after 30 days.
- Members with Manager access can permanently delete files before 30 days.
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Can I restore files?
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Yes, if you’re an owner of the file.
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Yes, if you have at least Contributor access.
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| What happens if I leave and my account is deleted? |
All files that you owned are deleted after 90 days permanently. Those that you shared access with these files will lose the files. |
Files you placed in Shared Drive will remain after your account is deleted and all members of the shared drive will still have access. |
1.2 When to use shared drives
Consider using a shared drive in these situations:
- You’re working on a project or event with a group of people who all need access to the same files.
- Most of your files are shared with the same group of people.
- Your files share a consistent theme or topic.
- The content you want to store isn’t personal and is of interest to a specific team or group.
1.3 Common uses for shared drives
Common uses for shared drives include:
- Projects—For people involved in the same project.
- Events—For people working for a defined period of time on a specific event or deliverable.
- Templates—For files that people can copy and reuse.
- Company-wide files—For files everyone needs access to, such as training files.
- Sensitive files—For highly sensitive files, where you can add extra security to limit access.
As we have staff turnover year to year - its pretty important that files a team of teachers (or any staff group) work together on should be in a Shared drive vs say a fictional Mr Kennedy's My Drive - because when Mr. Kennedy retires at the end of the year any files he owned that were not put in a Shared Drive - would be gone to the great recycle bin in the sky and permanently deleted after 90 days.