HOW TO USE GOOGLE TEAM DRIVE WITH YOUR

HOW TO USE GOOGLE TEAM DRIVE WITH YOUR RIT ACCOUNT Presented by Wesley Blue, NTID Online Program Operations Coordinator

Two ways to access Google Drive @ RIT https: \drive. google. com Type in your RIT username and include “@g. rit. edu” at the end Redirect to https: \google. rit. edu Log in with your RIT credentials.

If it is your first time accessing RIT GDrive

Create a new Team Drive By right-clicking on the blank canvas

Right-click on the recently created folder and select “Add members” in the menu

Add members of your team and assign roles • Full access: Manage members, upload, edit, move, or delete any folders/files. • Edit access: Edit any folders/files, and upload new files. Cannot move or delete. • Comment access: Restricted to viewing and commenting on any files. Cannot create, edit, or delete. • View access: Restricted only to viewing folders/files https: //bit. ly/2 I 2 z 8 Kf

Access Privileges of each role Absolute minimum granted to all roles https: //bit. ly/2 p. Gs 27 w (Google. com)

File Management & Access Management • Team Drive files belong to the team instead of an individual. If one of the members leave, folders/files stay exactly where they are so your team can continue to share information and work. • Roles and access privileges • Team Drives • Access to folders and files is limited to only the parent folder, in another word, a team member in one of the four assigned roles, will have the same level of access to every folders and files within a Team-Drive folder. • Members MUST have Google Account. • My Drive • Allows for granular access, for example, a user can be restricted to one specific file in a specified folder embedded within a tree of folders. • Files can be shared with anyone that does not have Google account

Team Drives vs My Drive Team Drives My Drive What types of files can you add? All file types Who owns files and folders? The team The individual who created the file or folder Can I move files and folders? Users can only move files. Administrators can move folders. Yes Can I sync files to my computer? This depends on which sync solution you use: • Drive File Stream: Yes • Backup and Sync: No Yes Sharing All team members see the same file Different users might see different set. files in a folder, depending on their access to individual files. How long do deleted files stay in Trash? • Each Team Drive has its own trash. Files or folders in the Trash remain • Files and folders in the Trash are there until the user selects Delete deleted forever after 30 days. Forever. • Members can delete specific files sooner. Can I restore files? Yes, if you have Edit access or full access. Yes, if you created it. https: //bit. ly/2 ut. Euwj (Google. com)

Advantages of Team Drive Feature Description Find files even after an employee leaves Files are owned by a team and organization, not by an individual. When an employee leaves the organization and their accounts are deleted, their files remain in Team Drives. Improved sharing rules All members of a Team Drive see the same content. Content discoverability When you add a user to a Google Group, that user is automatically added to all the Team Drives that include that group. Share Team Drives with external users You can add external users to a Team Drive. • The Team Drive appears in the external user's Google Drive. • Any work an external user contributes (for example, edits within a file, creating a new file, uploading a file) is transferred to and owned by the domain that created the Team Drive. • The external user must have a Google account and be signed in to Drive. Synchronize content on your desktop Users can access their Team Drives on their computer using Drive File Stream. https: //bit. ly/2 ut. Euwj (Google. com)

Things to know • RIT FAQ: google. rit. edu/faq. php • 5 TB of storage (5, 000 GB) on GDrive • RIT’s Office of Legal Affairs advises employees to store documents containing personally identifiable information on ITS-managed file shares. However, use of an RIT account with Google Apps is protected by RIT’s agreement with Google Apps for Education. For more information, contact https: //www. rit. edu/fa/legalaffairs/