{"id":6325,"date":"2023-10-11T11:13:13","date_gmt":"2023-10-11T11:13:13","guid":{"rendered":"https:\/\/gatlabs.com\/education\/?p=6325"},"modified":"2026-03-23T15:27:21","modified_gmt":"2026-03-23T15:27:21","slug":"k-12-admin-guide-to-manage-google-shared-drives","status":"publish","type":"post","link":"https:\/\/gatlabs.com\/education\/blog\/k-12-admin-guide-to-manage-google-shared-drives\/","title":{"rendered":"The K-12 Admin&#8217;s Guide to Google Shared Drives Management"},"content":{"rendered":"<h2>How to Improve Google Shared Drives Management at Your School?<\/h2>\n<p>In today&#8217;s digital era, schools rely heavily on <a href=\"https:\/\/developers.google.com\/drive\/api\/guides\/about-shareddrives#:~:text=A%20shared%20drive%20is%20an,My%20Drive%2C%20but%20not%20both.\" target=\"_blank\" rel=\"noopener\">Google Shared Drives<\/a> to store and process vast quantities of data.<\/p>\n<p>From curriculum content to sensitive staff and student details, we must keep this data secure and easily accessible.<\/p>\n<p>For any K-12 admin, mastering the management of Shared Drives is both a challenge and a necessity. These drives, while integral to online learning and collaboration, can quickly become cluttered and chaotic if not monitored.<\/p>\n<p>Data breaches, unintentional data leaks, or even just the challenge of locating a specific file can become routine issues for an admin.<\/p>\n<p>Recent <a href=\"https:\/\/www.itsecurityguru.org\/2023\/09\/06\/schools-back-cyberattack-navigating-cyberattacks-in-the-education-sector\/#:~:text=Throughout%202023%2C%205.23%20million%20records,1.19%20million%20records%20were%20breached.%E2%80%9D\" target=\"_blank\" rel=\"noopener\">statistics<\/a> highlight the gravity of the situation:<\/p>\n<blockquote><p><em>Throughout 2023, 5.23 million records have been noted as breached as a result of ransomware attacks on schools\/colleges.<\/em><\/p><\/blockquote>\n<h2>The 5 Essential Practices to Secure and Manage Google Shared Drives<\/h2>\n<h3>1. Optimize Your School\u2019s Shared Drive Folder Structure<\/h3>\n<ol>\n<li>Regularly review and restructure to ensure data doesn&#8217;t get muddled.<\/li>\n<li>Establish clear naming conventions and organization principles.<\/li>\n<li>Use GAT+ insights to <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-all-permissions-to-all-sensitive-folders-and-their-sub-folders-in-google-drive\/\" target=\"_blank\" rel=\"noopener\">pinpoint sensitive files<\/a> and implement security measures, ensuring access only to authorized personnel.<\/li>\n<\/ol>\n<h3>2. Enhance Google Drive File Sharing Audits<\/h3>\n<ol>\n<li><strong>Monitor Both Internal &amp; External File Sharing<\/strong>: Be alert to unusual sharing patterns that may signify potential data leaks or suspicious activities.<\/li>\n<li><strong>Boost File Sharing Security<\/strong>: Customize sharing policies for specific user groups or departments. Moreover, with GAT+, you get real-time alerts on any policy violations, allowing you to intervene and rectify the situation swiftly.<\/li>\n<\/ol>\n<h3>3. Implement Google Drive DLP (Data Loss Prevention)<\/h3>\n<ol>\n<li>Ensure robust <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-create-a-dlp-alert-on-externally-shared-google-docs-in-drive\/\" target=\"_blank\" rel=\"noopener\">DLP strategies<\/a> to safeguard data against unauthorized access or accidental deletions.<\/li>\n<li>Leverage the power of <a href=\"https:\/\/gatlabs.com\/education\/products\/gat-shield\/\" target=\"_blank\" rel=\"noopener\">GAT Shield<\/a> for continuous, live monitoring and proactive data loss prevention.<\/li>\n<\/ol>\n<h3>4. Guarantee Drive Data Compliance<\/h3>\n<ol>\n<li>Emphasize data mapping in Google Drive to ensure that sensitive data is both secured and accessible only to those with proper authorization.<\/li>\n<li>With GAT, <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/show-event-activity-on-files-folders-or-shared-drives-across-google-drive\/\" target=\"_blank\" rel=\"noopener\">automate notifications<\/a> for any alterations made to critical Google Docs files.<\/li>\n<\/ol>\n<h3>5. Streamline Offboarding Procedures for Shared Drives<\/h3>\n<ol>\n<li>Graduates or staff exiting the school may still have access if proper offboarding procedures aren&#8217;t followed.<\/li>\n<li>Utilize <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/find-and-take-action-on-all-shared-out-files-and-folders-in-a-domain\/\" target=\"_blank\" rel=\"noopener\">GAT+<\/a> to review account activities. By doing so, you ensure no sensitive files are shared or accessed post-departure.<\/li>\n<\/ol>\n<p><a href=\"https:\/\/gatlabs.com\/education\/products\/teacher-assist\/\" target=\"_blank\" rel=\"noopener\"><img fetchpriority=\"high\" decoding=\"async\" class=\"aligncenter wp-image-8623\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2023\/09\/GAT-Labs-for-Education.svg\" alt=\"Google Shared Drives Management GAT Labs' Teacher Assist\" width=\"823\" height=\"495\" \/><\/a><\/p>\n<h2>To Conclude:<\/h2>\n<p>The complexities of managing Google Shared Drives in educational institutions call for an agile, informed approach. By embracing these practices and with the aid of GAT Labs&#8217; suite of tools, Google Workspace admins can ensure a secure, streamlined digital learning environment.<\/p>\n<p>Looking for more insights on Google Shared Drives management? Explore our<a href=\"https:\/\/gatlabs.com\/blogpost\/admins-google-drive-management-playbook\/\" target=\"_blank\" rel=\"noopener\"> <strong>Admin\u2019s Google Drive Management Playbook.<\/strong><\/a><\/p>\n<p>Need personalized assistance? Don&#8217;t hesitate to reach out at <a href=\"mailto:hello@gatlabs.com\" target=\"_blank\" rel=\"noopener\">hello@gatlabs.com<\/a>. We&#8217;re here to support you.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>For any K-12 admin, mastering the management of Shared Drives is both a challenge and a necessity. Data breaches, unintentional data leaks, or even just the challenge of locating a specific file can become routine issues for an admin.<\/p>\n","protected":false},"author":13,"featured_media":9466,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[12,15,10],"tags":[],"class_list":["post-6325","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-admin","category-cybersecurity","category-google-worskpace"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The K-12 Admin&#039;s Guide to Google Shared Drives Management<\/title>\n<meta name=\"description\" content=\"Master Google Shared Drives Management in K-12 education: Secure, audit, and streamline for peak 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