How to manage, protect, and guard Google Team Drive data

Google gives people who use G Suite Business, Enterprise, Education, or Nonprofit editions dual graphic forms of Google Drive storage: My Drive and Team Drives. Both offer as a arguable place to store, organize, and share files. Yet, there’s one vital disproportion between a two: When we supplement a record to a Team Drive, all members of a Team Drive benefit entrance to a file, though when we supplement a record to My Drive, your record stays private by default.

Google also gives G Suite administrators a ability to adjust a default record entrance and pity settings for Google Drive and Team Drives. Most G Suite administrators review and configure Google Drive settings during a initial G Suite deployment, though Google recently added some-more settings in mid-2018 to assistance secure Team Drive data.

Review a following settings to manage, protect, and guard your organization’s Team Drives. You’ll need a G Suite director comment for your classification to entrance Admin console settings.

Screenshot of 5 Team Drive control options (prevent... origination of new, modifying settings, outward access, non-member access, or download, copy, or imitation from Team Drives)

Review and adjust Team Drive origination controls to forestall neglected sharing, access, or actions.

1. Manage Team Drives

In many cases, your organization’s default Google Drive pity settings also offer as a default Team Drive pity settings. Sign in to a G Suite admin console (at admin.google.com), afterwards navigate to Apps G Suite Drive and Docs Sharing Settings. Review these environment to safeguard that outmost pity is possibly authorised or limited appropriately.

Immediately next a Sharing settings section, you’ll see Team Drive origination controls. Each of these 5 options prevents a opposite action. Any preference done here relates to ALL of a organization’s Team Drives. For example, a G Suite director during an classification generally endangered with confidence could name all 5 of these options, that would outcome in Team Drive entrance being limited usually to people within an organization, and with usually members of a Team Drive being means to entrance files on that Team Drive. Such a pattern would also constrain downloading, copying, and duplicate of files from a Team Drive.

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A some-more frequently-used pattern competence be to check usually a “Prevent full-access members from modifying Team Drive settings” option. This ensures that a G Suite director can name a sharing, membership, and calm movement options authorised (i.e., entrance to download, copy, or print) for any Team Drive, but a risk that a full-access member competence cgange these settings.

Screenshot of G Suite Admin console Manage Team Drives options (with sharing, membership, and calm movement options shown)

Review and conduct Team Drive pity and calm movement settings for any of your organization’s Team Drives.

2. Protect Team Drive content

A G Suite director competence also examination and adjust membership, sharing, and calm movement settings for all Team Drives. Again, login to a Admin console (admin.google.com), afterwards navigate to Apps G Suite Drive and Docs Team Drive Manage Team Drives.

For any Team Drive an director competence name to capacitate or disable:

  • Sharing outward a organization
  • Sharing with non-members
  • The ability of people to download, copy, and imitation files from a Team Drive

And, for any Team Drive, a director competence also forestall Team Drive members with full-access from modifying these settings.

Screenshots of Team Drive pity options — left shows equipment not means to be modified; right uncover equipment means to be changed.

A G Suite director can shorten many Team Drive sharing, membership, and calm actions (as shown on a left). More approving options concede Team Drive members to share externally, supplement members, or copy, download, and imitation files (as shown on a right).

Since these settings request to any Team Drive, we can configure really stretchable and open options that concede outmost pity and calm actions for some Team Drives, while also selecting many some-more locked-down options that demarcate outmost pity and calm actions for other Team Drives.

Importantly, as prolonged as a G Suite director doesn’t demarcate it, members of a Team Drive who have full-access permissions competence adjust Team Drive settings.

Screenshot of G Suite Admin console news with Team Drive Item Type filter selected, display Team Drive changes.

Monitor changes to Team Drive settings with G Suite Admin console filters and reports.

3. Monitor Team Drive changes

G Suite also gives administrators a ability to examination Team Drive changes. Sign in to a Admin console, afterwards go to Reports Audit Drive afterwards demeanour for a Item Type filter (in a mainstay on a left) and name “Team Drive” from a options. Go to a bottom of this column, afterwards name “Search” to request a filter. You’ll afterwards see a news of all Team Drive executive activity for your organization.

You can supplement additional filters to this report, too. For example, in further to selecting “Team Drive” items, we competence also demeanour for a “Item Visibility Change” option, and name “Internal to External,” afterwards name Search. This displays a news of Team Drive equipment now accessible to people outward a organization, that were formerly usually accessible internally.

Your thoughts on Team Drive?

If we use Team Drives for files during your organization, what settings do we use many often? If you’re a G Suite administrator, have we limited any Team Drive settings — or do we concede many actions? Let me know in a comments below, or on Twitter (@awolber).

Also see

Illustration of Team Drive (icon) on left, with 3 icons on a right (arranged vertically): business pity icon, people pity icon, and duplicate icon, with lines drawn from a Team Drive to any icon

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