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Shared Drive - Document Management Control Solution for organizations

Shared drives are a popular way to store, search and grant file access to team members. Instead of an individual having ownership, a shared network drive puts files in the hands of entire teams. Regardless of whether a colleague leaves a company files remain in one place and accessible to a variety of users.

What is a Shared Drive?

A network drive allows users to instantly grant access to shared files from one computer to another. A shared network drive operates on a Local Access Network (LAN), a collection of devices operating in a physical location like an office. But these drives have their issues and often lack accountability or file tracking capabilities.

Duplication and document management

It’s not enough to know where key files are being stored, they have to be accurate and up-to-date. Working on an outdated version of a file is frustrating, costly, and time-consuming. It can also lead to serious legal issues and be embarrassing for a company if publicly shared.

Assets like brand logos and images that reflect the diversity of your business can be lost to old files considered new because they were stored incorrectly by a user. This can be damaging to your long-term business.

3 issues caused by document mismanagement:

  • Copyright issues

  • Inaccurate business decision making

  • Key information is lost

In the modern age out of the office access to key files coupled with instant communication is vital for success. In short, teams need to be able to work from the same page in real-time to be effective.

Cloud storage options allow team members to work in-office and remotely. They improve productivity and provide heightened security with encryption, metadata, and watermark options. Keeping track of the latest file upload is made easier with edits, comments, and a multitude of user access options that can include expiring links. Storage is also increased. Consider a digital asset management solution or cloud storage as a better way to share files.

This article covers the features and benefits of Google shared drive which helps in managing documents and it is the Shared Space where anyone can easily store, search, and access their files anywhere from any device. While the files in Google Drive, also known as My Drive, are owned by the drive owner, files stored in a shared drive belong to the team instead of an individual.

Anyone can create a Google Shared drive and then add members as well as set Permissions. You can designate a Google Group as the membership for a Shared Drive. Below you will find instructions for creating and managing Google Groups and Shared drives. When you make edits to the file, the changes are automatically saved in Drive for desktop and synced back to the cloud when an internet connection is available.

Below are the features and benefits of Shared Drive :

  • Files remain after an employee leaves

  • All members of Shared drives see the same content

  • You can add external users to a Shared drive

  • Files are searchable

  • You can upload files up to 5 TB in size

  • A Shared drive can include a large number of individual and Google Group members

  • You want to install Google Shared Drive on your computer or mobile device

  • Full access permission allows members full access to upload, edit, and delete files, as well as to invite other members to the Shared drives



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