This employee starts sharing files with his personal account or massively starts downloading R&D information. Imagine that an employee is about to leave your company to work for a competitor. Shared drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.”– Google Support documentation 2 – There’s no Drive audit log in G Suite Basic So when a user leaves your company, the files he or she created stay exactly where they are.
Instead of the files being owned by a specific user, like is the case in My Drive, the files in Shared Drives belong to a team and not to an individual. G Suite’s Shared Drives, previously called “Team Drives”, solve these security and structure issues in an easy way. I don’t have to explain that this is a security risk, especially for some shared folders like finance, HR, R&D,… You can’t restrict the re-sharing of these shared folders, nor can you restrict the sharing externally. The last issue with My Drive is the fact that you can’t set security controls on the shared folder.Everyone with edit permissions can delete files and folders in a shared folder, but it is an absolute nightmare to restore the documents of a shared folder. Another problem with My Drive is the fact that there is no common bin for a shared My Drive folder.But in reality, this is not an ideal method because the user’s My Drive contains much more information than only the contents of the shared folders that you want to preserve. Note that G Suite offers the ability to transfer all of the user’s files, which might be a solution to this problem when you’re encountering this problem and don’t have Shared Drives. I don’t have to explain that this is a threat for companies, who risk to lose important data and files in this way. So if the creator leaves the company and his or her account is deleted, the documents will be deleted as well. The document is therefore attached to the account of the creator. The second issue with My Drive for businesses is that the creator of a document is always the owner of the document.As an admin you do want to intervene on permissions, for example when people onboard or off-board the company. That’s not a problem when you are a company of 10 people, but this becomes extremely messy once you start growing. A first issue with My Drive is that you don’t have any admin controls over the creation and the permission management of folders that your users share.So what’s exactly the issue with using My Drive in your company, you might wonder? Here is a quick explanation: As a consequence, you can’t replace your file server, Box or Dropbox for Business environment when you only have My Drive and no Shared Drives. The Shared Drives functionality includes enterprise document management controls, where My Drive is mostly just a consumer tool to share loose documents and folders. In G Suite Basic, you just have access to the My Drive tool. G Suite Basic does not have the ability to structurally share documents within your organisation because it doesn’t include Shared Drives (previously called “Team Drives”).
1 – G Suite Basic doesn’t include Shared Drives
Google drive logo leaves doc upgrade#
They are at the same time the reasons why we advise most businesses to make the upgrade to Business. When assessing whether or not your company will take advantage out of an upgrade to G Suite Business, you can take into account the following 3 pitfalls of G Suite Basic. The easiest way to explain this is by making you understand some limitations of G Suite Basic for growing companies. We often get questions from companies on why they would need to upgrade their favourite collaboration tools licences from G Suite Basic to the next level of subscription, which is G Suite Business. A lot of G Suite customers are still using G Suite Basic – the entry level licence – because that’s how they started using G Suite.