Google Files, Folders, and Drive Ownership: how it works and how to do it
- David Sprunger
- Robert Fricke
Summary
This page outlines information about how Google files, folders, and drives function in regards to who owns the data – and why this matters as people leave Whitman. Links are given to how-to articles for managing sharing and ownership.
This article assumes you already know that Google files and folders can be shared with others. If you are not familiar with this, learn more on Google’s how-to page.
**The same considerations about Google apply to data stored on your Office365 OneDrive**
Who this is page is for: All Whitman community members who share Google files and folders
BEWARE! Don’t lose access to files! Ownership matters, especially because people leave Whitman
You have at least one, if not two, types of Google files/folders: files you created (you are the owner), and files that have been shared with you. A file/folder can only have ONE owner. When a person leaves Whitman, their network account deactivated (see below for timing) from Whitman’s systems, and subsequently their Google account is also deactivated.
When a Google account is deactivated, any files/folders shared with others will remain accessible by those with whom the material has been shared. However, this will be changing in the near future. Whitman is now being charged by Google for storage, and we are running out of it. This means we will need to start deleting inactive accounts. We will not begin this practice without informing the Whitman community, and also providing methods and strategies for file preservation.
In anticipation of this upcoming change it’s important for you to know the following:
If you have files on Google Drive that are critical to your coursework, business tasks, or research that have been shared with you (not owned by you) -- those files may become unavailable if/when the file owner leaves Whitman College (and their Google account is deleted).
Similarly, any files on your Google “My Drive” that you have shared with others will no longer be available after your Whitman Google account is deactivated from our systems.
When it comes to Shared Drives (not shared folders), the files and folders contained therein will not be affected when/if a person leaves Whitman. Here is an excellent deeper dive into the differences between Google shared folder and Shared Drives.
✱ Steps you can take to make sure your data isn’t lost
Again, the following material will become increasingly important when we actually start deleting old Google accounts. For now, consider this information to be aware of.
✱ Know the timing
Student accounts are deactivated one year after graduation (immediate for students who withdraw from the college)
Faculty accounts are deactivated 6 months after leaving the institution.
Staff accounts are deactivated promptly after employment ends.
Until further notice, we are not deleting
✱ Preparations for files/folders YOU OWN and shared with others
When sharing files/folders, try to keep track of these assets and how you expect the files to be preserved in the future.
Wait, “keep track”? What a pain in the … : you don’t have to do it this way. Find the “Shared with me” link in your Google Drive to see files/folder, which will show you which files/folders you have shared. No, unfortunately you cannot sort the list by “Owner.”
You may want to consider adding/moving files/folders to a Google Shared Drive(s) if you expect the files/folders will need to be accessible by others after your time at Whitman is done. Google Shared Drives are effectively “owner-less” and preserve files even after people leave Whitman.
✱ Preparations for files/folders OTHERS OWN and shared with you
Faculty and Students: pay special attention prior to graduation/end of the academic year, as any files shared by graduating seniors and/or departing faculty members may need to be addressed prior to departure.
Figure out what is shared with you: Find the “Shared with me” link in your Google Drive to see files/folder, and review this list periodically so you are aware of which files/folders could be affected by people’s upcoming departures.
No, unfortunately you cannot sort the list by “Owner.”
You can also search for files from a specific person.
Contact owners and ask them to either transfer ownership to you or to move the files/folders to a Google Shared Drive (not shared folder).
Encourage owners to transfer ownership to you OR Use Shared Drives
Consider making a copy of critical files/folders to your Google Drive if you are concerned the owners’ account may be deactivated from our systems.
Be aware that making a copy un-links the copy from any future changes of the original document.
✱ Taking your data with you when you leave
You have a couple of options for this: