Sharing files is a cornerstone of modern collaboration, but it’s also a leading cause of data breaches. Google Drive offers powerful sharing features, but understanding the options is crucial to avoid accidental data leaks. This guide breaks down Google Drive’s sharing settings, providing clear instructions to keep your data safe.

Understanding “General Access” Settings

The “General access” section in Google Drive controls who can access your file or folder via a link. Choosing the right setting is paramount. Here’s a breakdown:

• Restricted: This is the most secure option. Only individuals whose email addresses you explicitly add can access the file. Use this for sensitive information that requires tight control.

• [Your Organization Name] with the link: This option, available in work or school Google accounts, allows anyone within your organization who has the link to access the file. While seemingly convenient for company-wide sharing, it can lead to accidental oversharing of sensitive data. It’s generally better to avoid this for sensitive files and instead use Google Groups (explained below) for more controlled sharing.

• Anyone with the link: This setting grants access to anyone who has the link, even without a Google account. While useful for publicly sharing non-sensitive information, it poses a significant risk of data exposure if used carelessly. It’s highly advisable to disable this option in company Google Drive settings to prevent accidental public sharing of internal data.

Best Practices for Sharing: Here’s how to share effectively and securely

1. Sharing with Specific Individuals:

For sharing with specific people, enter their email address in the sharing dialog. You can share with both internal and external users (e.g., someone with a personal Gmail account).

2. Sharing with Specific Groups:

Sharing with groups (e.g., your team, department, or project group) is more efficient and manageable than individual sharing. If a suitable group doesn’t exist, contact your IT department to create one.

3. Controlled Company-Wide Sharing:

Avoid using the “[Your Organization Name] with the link” option for sensitive data. Instead, create a Google Group for your organization or a specific department/team and share with that group. This provides better control and auditability.

4. Sharing Links (With Caution):

You can share file links, but always share with specific individuals or groups first. After sharing, you can copy the link from the right-click menu, the sharing window, or the browser’s address bar. This ensures that only authorized users can access the file, even if they have the link. Never share a link generated with the “Anyone with the link” access setting for sensitive data.

Key Takeaways

• Default to “Restricted” sharing. This is the safest option and should be your starting point.
• Use Google Groups for internal sharing. This provides better control and management.
• Avoid “Anyone with the link” for sensitive data. It’s too risky.
• Share with individuals or groups before sharing links. This adds a layer of security.

By following these guidelines, you can leverage the power of Google Drive sharing while minimizing the risk of data breaches and ensuring your information remains secure.