[FOSS4G-Oceania] Google Drive - migration

[Cameron Shorter]

I'm in!

On Sun, 24 Feb 2019 at 15:40, John Bryant <johnwbryant at gmail.com> wrote:

> Hi all,
>
> *TL;DR: Please accept the Google Team Drive invite you are about to
> receive from foss4g-admin.org <http://foss4g-admin.org>.*
>
> I'd like us to migrate our Google Docs into a set of Team Drive folders.
> Team Drive is a Google Drive feature that allows for a Team to collaborate
> on docs, exactly as we've been doing over the past year, but gives
> ownership of every doc to the Team Admin (ie. the foss4g-oceania.org
> user).
>
> Currently, our docs are owned by a broad array of about 20 different
> accounts. Why is this a problem? For a few reasons:
>
>    - Each free Google Account is allocated a fix amount of storage. If
>    you own a file stored in the Drive, that counts toward your allocation. My
>    personal drive is at 75% full and at some point I will need to start
>    reclaiming space.
>    - If someone creates a doc that becomes useful to the organisation in
>    the long run, but they subsequently leave the org, they still own the doc.
>    If they need to reclaim space, or simply don't want to keep that doc in
>    their account, they can delete it, which means we all lose access to it
>    forever.
>    - Also, if someone creates a doc and they leave, we can't delete that
>    doc.
>    - Ownership of a doc can be transferred between standard Google
>    Accounts, but can't be transferred to an account outside the domain. Thus,
>    you can't simply transfer a doc to the foss4g-admin.org account.
>
> I'm very keen to get our Drive space better organised before we get too
> far down the track on the 2019 planning cycle and start creating another
> large set of docs.
>
> The easy solution, I believe, is to upgrade our org G Suite account from
> the $5/mo (Basic) to the $10/mo (Business). This gives us access to Team
> Drive, which we can use to better manage permissions on all our docs, and
> retain institutional (rather than individual) ownership.
>
> I will send out an invite to join the Team Drive, and you will henceforth
> see a Team Drive entry in your Google Drive, something like this:
>
> [image: image.png]
> *Please accept the invitation ASAP.* Once I have everyone in the drive,
> it becomes an easy task to move all our content over. I will do that, and
> then tidy up permissions after that. For those of you no longer involved
> with the org, please accept anyway, and I can remove you once the migration
> is done.
>
> I believe the disruption will be minimal - doc links should remain the
> same. Folder links might change.
>
> Any q's please ask!
>
> Thanks
> John
>


-- 
Cameron Shorter
Technology Demystifier
Open Technologies and Geospatial Consultant

M +61 (0) 419 142 254
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