Google recently added a new feature to Drive. It’s called Team Drives, and it solves one of the big problems that we have had with using Google Suite for collaboration at Henderson ISD.
Here is the scenario: A teacher uploads some files to Google Drive or creates some files in Google Docs, Slides, or Sheets and places them in a Google Drive folder. She shares this folder with her co-workers. Some time later, the teacher leaves the district and her Google account is deleted. Since she was the owner of the shared folder of files, these items are deleted along with her account. Her co-workers no longer have access to these unless they made copies of each and placed them in their own Google Drives prior to her account being deleted.
Team Drives allows you to establish a special Google Drive for each of your collaborative teams. Here is an example of a special drive I set up for a team called Technology Committee:
First, create and name the drive.
Add members of the team who will need access to the drive.
The folder has several levels of permissions that you can assign to members of the team. Those include Full access (a member can manage the team members and can upload, edit, and delete files; Edit access (a member can edit all files and upload files); Comment access (a member can comment on all files); View access (a member can only view files).
Once the drive is created, you have options, like adding more members, removing members, changing the theme, renaming, viewing the trash, or deleting the drive completely. If a team member accidentally deletes a files, it can be restored from the trash by members who have the appropriate permissions.
Now, any file or folder that is added to the drive will be available to all members of the team. No one member of the team owns any of the files and folders; all own the files. Even if a member of a team leaves, the files stay exactly where they are- they do not leave if a member of the team leaves.
Google has resources in their learning center with full information about Team Drives at https://gsuite.google.com/learning-center/products/drive/get-started-team-drive/