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As we are all going through this cleanup and future management of storage, it is important for teams and departments to think strategically about file management. We suggest that teams develop a plan on how to handle saving files of individuals no longer at the university.
Want to see our recorded info session on Thinking Strategically about Google Storage? See below.
Make a Team Plan
If you work on a team or in a department that collaborates on files using Google Workspace, it is important to make a plan that will work for your team. Depending on how you operate, you have a few options to consider.
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Level of Collaboration in Google
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Recommendation
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High or Medium - You often use Google Workspace to collaborate on files and share files with others on a regular basis that will need to be maintained if you or someone on your team leaves the university
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Use a Google Shared Drive
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Low - You sometimes use Google Workspace to collaborate and rarely share Google files with others.
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Use individual Google accounts
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Understanding File Ownership
Official ongoing cleanup efforts are based on file or account ownership so it is important to understand who owns a file. We have created a Google Drive File Ownership Guide to better help explain how file ownership works and what impact it has when someone leaves the university.
Use an Existing Google Shared Drive or Request a New One
Google Shared Drives provide an excellent solution for managing files shared among teams and departments, ensuring they remain readily accessible even if the original creator leaves the university. If your team heavily relies on collaborative work via Google Drive, we highly recommend utilizing a Google Shared Drive as your primary collaboration platform.
Faculty and staff can request a Google share drive by filling out this form.
Designate individuals who will make copies of files
Having multiple people creating copies of files will lead to issues when maintaining files in the future. Where possible, we suggest that managers be the designated individuals to make copies of files of employees who are no longer at the university, however, managers will only be able to make copies of files that are shared with them.
Getting Support
We recognize that this is a significant transition and will take some time and effort for the university community. However, IT is here to help and provide guidance. Teams and departments can reach out to IT Central at itcentral@newschool.edu to schedule a storage and cleanup consultation.
Thinking Strategically about Google Storage: Info Session
This is the recording of the Thinking Strategically about Google Storage: Info Sessions event hosted by Information Technology.
Links
Event Date
May 15,2024
Event Description
Join us for an upcoming session on strategically navigating Google Storage in light of Google’s recent changes.
With the transition away from unlimited storage and significant cleanup initiatives underway, we'll delve into the specifics of these efforts and introduce the new Google retention policy. Additionally, we'll explore strategic approaches to Google storage for enhanced team collaborations in the future.
Don't miss out on this opportunity to optimize your storage practices and register for an upcoming session below!
Open to all New School students, faculty, and staff.