[2023] Organizing Shared Drives on Google | Creating Groups and Permissions
Summary
TLDRLe script parle de la gestion des fichiers et des dossiers dans Google Drive, soulignant les problèmes liés à la propriété des fichiers et la perte de données. Il recommande l'utilisation de Shared Drives et de groupes pour une meilleure gestion des accès et prévenir la fuite d'informations. Des conseils pratiques sont donnés pour configurer ces outils dans un environnement de travail.
Takeaways
- 🔒 L'importance de la sécurité des données lors de la collaboration avec des contractuels et l'ancien comptable qui pourrait encore avoir accès aux fichiers de l'entreprise.
- 📁 La conception de Google Drive qui favorise la recherche de documents plutôt que l'utilisation de dossiers peut ne pas convenir à une petite entreprise.
- 📚 Le risque de perte de données lorsque quelqu'un supprime des fichiers appartenant à un autre dans un dossier partagé de Google Drive.
- 🚫 La recommandation de ne pas utiliser de dossiers dans 'My Drive' et de transférer tout le contenu partagé vers des Shared Drives.
- 🔄 L'utilisation de Shared Drives pour avoir un contrôle total sur les fichiers et les autorisations d'accès, évitant ainsi la perte de données.
- 👥 La création de groupes dans l'interface d'administration pour faciliter la gestion des permissions d'accès aux Shared Drives.
- 🛠️ L'intégration de groupes pour les différents niveaux de l'entreprise, tels que les cadres supérieurs, la direction, l'équipe et les contractuels.
- 📝 La pratique de partager des ressources avec des contractuels de manière contrôlée pour éviter les fuites d'informations et la concurrence non désirée.
- 🗂️ La structuration des Shared Drives par département ou domaine d'activité pour une meilleure organisation et un meilleur contrôle des accès.
- 🔑 L'importance de ne pas partager des fichiers individuellement mais plutôt de les associer à des groupes pour éviter les erreurs d'accès.
- 🔄 L'invitation à s'abonner et à se tenir informé des mises à jour pour en apprendre davantage sur Google Workspace et l'écosystème technologique.
Q & A
Pourquoi est-il important de gérer l'accès aux fichiers d'une entreprise?
-Il est crucial de contrôler l'accès aux fichiers d'une entreprise pour prévenir la perte de données et la concurrence non désirée. Des contrats terminés ou des employés qui partent peuvent continuer d'avoir accès à des informations sensibles si cela n'est pas géré correctement.
Quel est le problème avec les dossiers partagés normaux dans Google Drive?
-Lorsqu'un autre utilisateur dépose un fichier dans un dossier partagé, il devient propriétaire de ce fichier. Cela peut entraîner la perte de données si le propriétaire supprime accidentellement des fichiers qui disparaissent alors de votre Drive.
Pourquoi Google a-t-il conçu Google Drive sans besoin de dossiers?
-Google a conçu Google Drive pour qu'il ne nécessite pas de dossiers, suggérant aux utilisateurs de rechercher des documents plutôt que de les stocker dans de nombreux dossiers. Cependant, cela peut ne pas être pratique pour les petites entreprises qui préfèrent naviguer dans une hiérarchie de dossiers.
Quelle est la différence entre les fichiers appartenant à un utilisateur et les fichiers appartenant à une entreprise sur Google Drive?
-Les fichiers appartenant à un utilisateur peuvent être supprimés par ce propriétaire, entraînant potentiellement la perte de ces fichiers pour l'entreprise. Les fichiers appartenant à une entreprise, en revanche, sont gérés par la politique de sécurité de l'entreprise et ne peuvent pas être supprimés par un seul utilisateur.
Quels sont les avantages de passer aux Shared Drives au lieu des dossiers normaux dans Google Drive?
-Les Shared Drives permettent à une entreprise de posséder les fichiers, ce qui garantit que les fichiers ne seront pas perdus si quelqu'un supprime accidentellement des fichiers ou si des employés quittent l'entreprise.
Comment configurer des groupes dans l'interface d'administration de Google Workspace?
-Pour configurer des groupes, allez dans l'interface d'administration de Google (admin.google.com), accédez à 'Répertoire', puis à 'Groupes', et ajoutez un nouveau groupe en choisissant les membres appropriés et en réglant les autorisations.
Pourquoi est-il préférable d'utiliser des groupes pour gérer les autorisations sur les Shared Drives?
-L'utilisation de groupes pour gérer les autorisations simplifie l'ajout et la suppression d'accès pour les membres de l'équipe, évite les erreurs et assure une meilleure gestion des permissions.
Quels sont les quatre groupes de base recommandés pour une petite entreprise lors de la configuration des Shared Drives?
-Les quatre groupes de base recommandés sont : 'Executive' pour les propriétaires et dirigeants, 'Management' ou 'Finance' pour les responsables de la gestion, 'Team' pour tous les employés, et 'Contractors' pour les contractuels.
Comment éviter la perte de données lors de la suppression d'un employé ou d'un contrat?
-En utilisant des Shared Drives et en configurant des groupes pour gérer les autorisations, vous pouvez garantir que les fichiers restent accessibles à l'entreprise même si des employés ou des contractuels quittent l'entreprise.
Quels sont les avantages de la gestion des fichiers avec des Shared Drives par rapport à des solutions alternatives telles que des serveurs d'entreprise?
-Les Shared Drives offrent une solution plus flexible et moins coûteuse que les serveurs d'entreprise. Ils sont également plus faciles à gérer et à mettre à jour, tout en offrant une sécurité équivalente pour les fichiers de l'entreprise.
Outlines
🔒 Sécurité des fichiers dans Google Drive
Le premier paragraphe aborde la question de la sécurité des fichiers partagés avec des contractuels et les problèmes potentiels qui peuvent survenir après avoir partagé des documents sensibles. Il est mentionné que des anciens comptables peuvent toujours avoir accès aux fichiers de l'entreprise, ce qui peut être un risque si ils décident de créer une entreprise concurrente. L'auteur souligne l'importance de la 'hygiène' dans le partage des documents et critique la manière dont la plupart des utilisateurs de Google Drive gèrent leurs fichiers, souvent en créant une multitude de dossiers. Il mentionne également que Google a conçu Google Drive pour minimiser l'utilisation de dossiers et favoriser la recherche de documents. Cependant, il reconnaît que cela peut ne pas être pratique pour les petites entreprises qui préfèrent naviguer dans une hiérarchie de dossiers. Un problème majeur souligné est que lorsque des fichiers sont partagés dans un dossier, le propriétaire initial du fichier reste le seul à pouvoir le supprimer, ce qui peut entraîner la perte de données si le propriétaire décide de le faire. La solution proposée est d'utiliser des 'Shared drives' pour assurer que l'entreprise possède les fichiers et peut contrôler l'accès et la suppression des documents.
📚 Utilisation des Shared Drives pour une meilleure organisation
Le deuxième paragraphe se concentre sur la mise en place de Shared Drives pour une meilleure organisation et sécurité des fichiers au sein d'une entreprise. L'auteur explique comment créer des groupes dans l'interface d'administration de Google Workspace pour simplifier le processus de partage des ressources. Il recommande de créer quatre groupes principaux: 'executive' pour les dirigeants, 'management' ou 'finances' pour la gestion et la comptabilité, 'team' pour tous les employés et 'contractors' pour les contractuels. En utilisant des groupes, l'accès aux Shared Drives peut être géré de manière efficace, évitant ainsi l'accidentelle fuite d'accès aux fichiers ou aux ressources. L'auteur illustre comment ajouter des membres à un groupe et comment attribuer des autorisations appropriées aux groupes pour accéder aux Shared Drives. Il insiste sur l'importance de ne pas partager directement avec des individus, mais plutôt avec des groupes, pour prévenir la perte de contrôle sur l'accès aux fichiers. Enfin, l'auteur invite les téléspectateurs à s'abonner, à activer les notifications et à se connecter via les réseaux sociaux ou à rejoindre des groupes communautaires pour plus d'informations et de soutien technique.
Mindmap
Keywords
💡Contratant
💡Google Drive
💡Propriétaire du fichier
💡Shared Drives
💡Dossiers
💡Groupes
💡Permissions
💡Gestion de l'accès
💡Audit de la technologie
💡Concierges
Highlights
The potential risk of contractors or old accountants having access to business files years after their contract ends.
Google Drive's design philosophy of minimal folder usage, favoring search over storage.
The common issue of Google Drive folders becoming disorganized and difficult to manage.
The problem of file ownership in shared folders, where others can delete files they've added.
The solution of using Shared Drives to maintain company ownership and control over files.
The importance of not having business files in personal 'My Drive' to avoid accidental data loss.
How to set up Shared Drives in Google Workspace for better file management and control.
The recommendation to use groups for permissions in Shared Drives instead of adding individuals manually.
Creating a 'team' group in Google Workspace to simplify access management for all employees.
The benefits of using group-based permissions for sharing resources in Google Workspace.
How to create and manage different groups like executive, management, team, and contractors for organized access control.
The practice of sharing drives with groups rather than individuals to prevent accidental access leaks.
The potential issue of old contractors still having access to files and the need for better access management.
The suggestion to only use 'My Drive' for personal files and not for business files shared with others.
The recommendation to have a structured approach to file sharing and access control in a business setting.
The importance of regularly auditing file access and permissions to ensure security and compliance.
The offer of a free consultation for business owners interested in auditing their technology stack or workspace account.
The availability of professional support for tech stack management through concierge services or quick fixes.
Transcripts
what if we stopped working with that
contractor right and our old accountant
of three years ago still has access to
our files what if you employ a
contractor to do some work with you and
you share all of your Sops you know your
operating procedures for the business
and then years later they still have
access and they want to start their own
business in competition to you this what
this does and this way of thinking gives
us hygiene and how we share things
so most people when they get started
with Google Drive they just go ahead and
they chuck all their stuff into their my
drive and they end up with not only a
bunch of folders here of what people
also end up with let me show you this is
something that looks a little bit like
this a Google Drive that's just a
complete mess now here's an interesting
little fact Google actually designed
Google drive to not need any folders and
internally in Google they actually don't
use many folders their philosophy is to
just search for documents rather than
actually storing them into a million
different folders which is I think a bit
weird probably not workable for a small
business because I like to be able to
browse through a folder hierarchy myself
when I want to go and find something and
I don't know what to search for but
anyway that's a little Google story for
you now most people's my drive quickly
gets out of control but the second big
issue with using my drive if you're
using just normal shared folders usually
what happens is if somebody else places
a file in that folder they are the owner
of that file and so what ends up
happening is then we go here we go I've
found a file here I won't open the file
but can you see here that there is
somebody else that's the owner what ends
up happening is you have your my drive
which is your kind of like bucket of
stuff sitting in your Google Drive and
then you have other people potentially
who can create files now that might be a
contractor that might be a virtual
assistant that might be a friend it
might be a supplier they've created a
file with their own Gmail account and
they've placed that file into the folder
in your my drive however you do not own
that file even though you own the folder
you own the folder you don't actually
own the file sitting in that folder what
ends up happening is somebody goes to
clean up their my drive they delete
files out of their my drive and because
they're the owner they disappear they
disappear from your my drive and so
therefore you lose data and what happens
is customers will come to us every now
and again and they'll say hey guys I've
just had Google eat all of my files and
we say huh that's interesting did Google
eat your files and then you know when we
look deeper into it it's because there's
been one of these old folders sitting in
the my drive that they've shared and not
the owner of the files inside the folder
someone else has deleted files and then
they're gone until that person reshares
them or undelets them they're gone
unless you had some kind of backup that
was copying them they're gone so what's
the solution the solution is to switch
to Shared drives and shared drives give
us a company owned drive just like when
if you've ever worked in corporate
before where you had a company server
you would have a company drive and if
you saved a file there instead of your
my docs the company would then own the
file and in some cases you would be
restricted from deleting that file you
wouldn't be allowed to delete it anymore
because there would be security missions
which would stop you from doing that and
so new rule and I want you to write this
down no folders in my drive zero the
only folders that I've got sitting in my
my drive are these are some of my
screencasts you can see me automatically
puts my recordings into here I've got a
demo folder I've got like downloads from
my computer that I sync to my Google
Drive that's it nothing that I use for
my business that I share with any of my
staff or anyone outside of my business
sits in my drive because it's just
pretty much useless once you have a team
of more than yourself more than one
person so we set up our share drives and
if you don't see shared drives in your
Google workspace account right now you
just need to make sure you're on the
business standard plan that's important
here's how we get this working in a very
very clever way now what most people do
is they create a shared drive and then
they just start adding people right so
you know you create a share drive you go
to ad members and then you just start
typing in people's names however that's
not actually the smartest way to do
things because when you're onboarding
staff what happens is you've got to
think to yourself oh what are all the
files that they need to get access to
right and then you've got to add them to
the marketing Drive their marketing of
them to the finance drive your legal
documents those kind of things you've
got to find all the places where you add
people so what we can do instead is
configure groups Insider admin panel and
then we can use group based permissions
for sharing resources inside Google
workspace so I'm going to show you how
to set up some very basic groups inside
workspace so we're going to go into our
admin panel admin.google.com if you
don't know where this one is we're going
to go to directory and then groups and
we're going to add a group in here now
I'm going to create a group and the
easiest way to do this is to just create
if you're a small business and I'm
assuming small business means like 10
employees are under if you're larger you
might want to go for more sophisticated
group structure but if you're a small
business you just keep it very simple
the first group you're going to create
is for the team so I just call that one
team then I'm going to add I'm going to
tick the box for Security Group it
probably doesn't hurt to untick this box
if you don't want people to be able to
email the group that's a good one so if
you if you switch off who can contact
people switch off external that'll stop
people from being able to email the
group from outside your company all
right cool being created and let's add
some people into this group so let's add
members add Gypsy mypa let's add red our
head of Revenue who you met already this
morning let's add Scott who's on the
call to our CEO cool so I've added some
users to a group here and now when I set
up my shared drives let's create a fresh
shared drive I'm going to create the
team drive that's going to be my files
for everyone in the company I don't need
to you know restrict them from any
anyone got my team drive I'm going to go
to manage members and I'm just going to
add all I need to do is test Dash oops
teen
and I can then choose the level of
permission for this team let's say all
right I'm going to allow everyone to add
and edit files but not not delete any
files using the contributor feature and
there we go Okay so we've added this
I'll just let it refresh excellent Okay
so we've created our group we've created
our shared drive and then we've added
the group to the shared drive so only
the group have access here so you can
see that I'm the manager of the drive
I'm the only person who can say who has
access to the drive or doesn't have
access to the drive and then anyone who
gets added to that team group
automatically gets access to this drive
now if you want to replicate this and
you're a small business you only really
need to create four groups for your
business if you want to keep it simple
four groups and get ready to write these
down number one is executive so that's
your owners so that's you and any other
directors business partners or owners in
the business number two is you can call
it management or you might have a
dedicated one just for finances right
just for accounting so you might call
that management group or all the
finances group number three is all team
that's the one I just created so that's
everyone in the company and number four
is contractors and so what your shared
Drive ends up looking like is and you
can see I've got quite a few here in it
genius we're a large business 50 plus
employees in the group and so we have
this by department or by area in the
business and you can see we've got
executive we've got Finance got up level
we have a tract which is marketing we
have excite which is sales engage is our
concierge team and then we have deliver
and support they're pretty
self-explanatory now notice all of these
except a few naughty people who've been
added there somehow all of these are
just shared with groups they're not
shared with individuals what this does
is it stops The Accidental leakage of
access to files or access to resources
which is very easy to happen now what do
we normally do we create a document and
let's say we've got a contractor in the
business maybe it's our accountant or
maybe it's someone else right with that
contractor we just share resources you
know willy-nilly what if we stop working
with that contract right and our old
accountant of three years ago still has
access to our files what if you employ a
contractor to do some work with you and
you share all of your Sops you know your
operating procedures for the business
and then years later they still have
access and they want to start their own
business in competition to you this what
this does and this way of thinking gives
us hygiene and how we share things but
it also means that you don't end up with
the dreadedness fortune of having files
disappear or data disappear when you
share something with someone and or
share a folder with someone in your
mydrive and then they become the owner
of files that get placed in there if you
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