Google Shared Drives at NC State (Previously Team Drives)

Shared drives are available for users in our NC State domain, but a Shared drive must be requested rather than created by an end user. A Shared drive can be requested for a project, committee, department, or other team related purpose.

Before you request a Shared Drive

Please consider the following:

  • A Shared drive is owned by the domain (NC State) rather than an individual.
  • Shared drives must designate a “Primary Organizer,” who will be given FULL access along with the following:
    • Special migration permissions for a limited two-week period. (Additional details will be provided once request is approved.)
    • Rights to add new members or groups, determine permissions, and assign other team members FULL access.
    • The ability to manage files and folders (creating, deleting).
  • Folders and documents stored in a Shared drive can be accessed by all the drive’s members.
    • Folder permissions are granted at the drive level.
    • Individual file permissions can be different for non-members, but folder permissions cannot.
  • OIT recommends using a G Suite Group to manage a Shared drive, especially if it has a large membership and varying permissions. If you do not have a G Suite Group, you can request one via Web Registry.
  • Users outside of the NC State domain can also be members of a Shared drive if they have a Google account.
  • Information in Shared drive is stored in Vault for e-discovery and retention.
  • As with Google Drives, Shared Drives are approved as a cloud storage option for Red Level Data and below.
    See Determining Sensitivity Levels for Shared Data for details.
  • NC State may modify Shared drive settings for university compliance purposes.
  • See Shared drives limits for information on data migration and content organization.

Shared Drive Best Practices

  • Designate a Primary Organizer and at least one other member with “full access”.
    There is no limit to how many users can have “full access.”
  • Identify individuals to be initially included and add members to the Shared drive before migrating content.
    For more efficient management of your Shared drive, OIT recommends using a G Suite Group to manage it, especially if it has a large membership and varying permissions. If you do not have an existing G Suite Group, you can request one via Web Registry.
  • The Primary Organizer should work with the Shared drive members to identify content that will be migrated during the initial two-week period.
    Primary Organizers can migrate folders during this limited two-week period as long as they have view access to the folders.
  • Communicate with all Shared drive members once it the drive is available.

Additional Drive information

For more about the differences between Shared drive and My Drive, visit:

 


Shared Drive Request Form

Need to request more than 3 Shared drives at a time?
Follow our Bulk Shared Drive Request process instead of the form below.

Log in to complete the Team Drive Request Form