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We’ll go over what each of these roles can do and how to change permissions in your organization. So just because a top-level shared drive is secure, it doesn’t automatically mean that the folders within the drive and the documents in those folders are secure. Permissions are inherited from the folder level as well. Within a shared drive, permissions can vary at the folder or document level, where there can be additional Managers, Editors, Commenters, and Viewers. In shared drives, users have different access levels or roles: Managers, Content managers, Contributors, Commenters, and Viewers. If you have a department that regularly deals with sensitive customer or employee information such as HR and Finance, they will want to make sure their shared drives are not easily accessed by any external third parties, or anyone in the organization that shouldn’t be added as a collaborator, and that they do not have Company links. For example, one admin shared that an employee once uploaded their tax forms to a shared drive, causing a multitude of headaches for the admin as they tried to find and remove access to these sensitive personal files.ĭepartments often have their own shared drives, and they need to be extra careful with who has access. It’s also vital to make sure that users are not uploading anything to a company shared drive that shouldn’t be there. After you complete a project in a shared drive, it’s usually a good idea to remove members’ access or downgrade them from a Manager, Content manager, or Contributor so that they have fewer permissions.

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If this happens with confidential information, like a folder full of salary information or a secret project, it can have more consequences than if someone were added to a single document.Īnother challenge with shared drives is when members are never fully removed once a project is finished. If an account that shouldn’t have access gets added at the shared drive level, they’ll have access to all documents and folders in that shared drive.

That’s because permissions on shared drives are inherited by all documents and folders within them. The biggest risk related to shared drives is permissions. What Security Risks Come from Using Shared Drives?

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How to manage these shared drive access levelsįor more information on shared drive security, download our full ebook.

Shared drives access levels and what permissions each role has.

What security risks come from using shared drives.

We’ll go over the security risks of using shared drives and give you a complete guide on different types of access levels, their permissions, and how to change them. What are the security risks? Who has access to your company’s shared drive? What permissions do they have, and how can you change these permissions to keep your company’s data safe? Shared drives in Google Workspace can be confusing.