Storing University Data in Google Shared Drives vs. My Drive

Google Shared Drives vs My Drive

When creating, storing, or collaborating on institutional documents, operational records, and department files in Google Workspace, all Saint Joseph's University records must be stored in a Google Shared Drive rather than your personal My Drive.

Files saved in your personal My Drive are tied to your individual account lifecycle. In contrast, files stored in a Shared Drive belong collectively to the department, team, or university unit, ensuring continuous operational continuity and preventing unintended data loss.

Critical Risk: Account Deprovisioning & Data Retention Policies

In accordance with university data governance and offboarding schedules, when faculty, staff, or student workers separate from Saint Joseph's University, their individual accounts are scheduled for deprovisioning and permanent deletion.

  • Permanent Purging of My Drive: Once a user account is deleted under standard retention timelines, every file owned by that user in My Drive is permanently purged from Google Workspace.

  • Broken Links & Lost Department Access: Sharing a file from My Drive with colleagues or department distribution lists does not protect it. As soon as the owner's account is permanently deleted, the file vanishes for all collaborators. After the retention window closes, these records cannot be recovered.

  • Institutional Protection via Shared Drives: Shared Drive content is owned by the organization rather than an individual. When employees leave the university, Shared Drive files, folder hierarchies, and active collaborator permissions remain completely untouched and accessible.

Comparison: Shared Drive vs. My Drive

Feature

Google Shared Drive (Recommended)

Google My Drive (Personal / Draft Use Only) 

File Ownership

Owned collectively by the department/unit

Owned strictly by the individual user

When Account Leaves SJU

Files remain preserved, safe, and accessible

Files are permanently deleted with the account

Intended Use

SOPs, operational files, budgets, official records, collaborative deliverables

Rough personal drafts, professional development materials, transient notes

Access Management

Centrally administered by assigned Shared Drive Managers

Managed piecemeal on a file-by-file basis by the single owner

Risk of Data Loss

Minimal / Controlled

High (Tied to employment/enrollment status)

Where Should You Save Your Files?

Save to a Google Shared Drive

  • Department policies, standard operating procedures (SOPs), and committee minutes

  • Budget sheets, purchasing receipts, requisitions, and vendor agreements

  • Curriculum materials, shared syllabi, course templates, and accreditation records

  • Project plans, deliverables, team assets, and ongoing collaborative documentation

  • Any business record required by more than one person to conduct university operations

  • Research and institutional data related to grants and publications

Keep in Personal My Drive

  • Individual working drafts not yet ready for department circulation

  • Personal professional development records, CVs, resumes, or performance reflection notes

  • Short-lived, disposable scratchpads and non-institutional files

How to Move Existing Files to a Shared Drive

If you currently have university or department documents residing in your personal My Drive, migrate them using these steps:

  1. Navigate to Google Drive in your web browser using your university credentials.

  2. In the left-hand navigation pane, select My Drive and locate the files or folders to migrate.

  3. Drag and drop the items into the intended department Shared Drive (or right-click the item, choose Organize, and select Move).

  4. A confirmation prompt will notify you that ownership of the items is transferring to the Shared Drive. Click Move to confirm.

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