Google: Using Shared Drives

Google Shared Drives are like your "My Drive", except files in Shared Drives belong to the team / Cornerstone instead of an individual employee. Even if members leave and their account is deleted, the files stay exactly where they are so your team can continue to work and find files uninterrupted.

You're "My Drive" should be used for any personal files. A Shared Drive should be used for any ministry related files.

Files and Folders within a Shared Drive can be shared out to other people (both other Cornerstone Employees and non-employees) just like any file in Google Drive. Right-click to get the popup menu and click Share!

Learn how to set up a Shared Drive, add members, add and organize files, and share documents.

Before creating a new Shared Drive, please check with IT to make sure that a shared drive for what you want doesn't already exist (so we don't end up with duplicate shared drives)

Shared Drive Best Practices:

If the files are for various projects, create multiple Shared Drives - Don’t try to have one huge folder with lots of subfolders. As the number of projects and teams increases, it can become difficult to find and manage content.
When you create a Shared Drive for each project, assign the highest access level (such as full access) to all team members.
After you’ve created your Shared Drive, ask your users to migrate active projects or team documents quickly. That way, you’re not managing different document versions in different locations.
When users are added to a Shared Drive, they can access everything in that Shared Drive.
Individual files within a Shared Drive can be shared directly with non-Shared Drive members. When this happens, the shared Shared Drive file appears in ‘Shared with me,’ and other views for that user but can’t be added in My Drive or to another Shared Drive.