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8 Tips To Make Google Drive Assist You Better

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You must be using Google Drive for sometime now but are you using it optimally? Is the data secured properly and is made available to you as and when you command for the same? Google Drive is a wonderful data storage tool that is an essential part of wide range of activities online range that are performed by a wide range of users ranging from the school students to small and big business professionals. Google Drive can store a large amount of data and offers a safe platform for the business professionals to store their data in as it has come up with its suitable version for work well in time.

This blog brings to you 8 useful tips that are essentially a must read for all those users who want to extract more out of Google Drive and wish to make their experience better. Here they are for your quick success!

1) Data Classification

The basic way to store data safely using Google Drive is to classify it first and then go ahead with the storage process. The categories may be anything from top secret to public, private or simply confidential. Since there is a huge scope of data storage in Google Drive, it is necessary to categorise the data for easy retrieval or right access.

There are people who are using apps and connecting them to Google Drive for the effective storage of the files. Hence, it is also necessary to know about the same for safe usage of Google Drive.

2) Policy Matters

In order to bring the best results from Google Drive, it is a prerequisite to design a policy for the data storage and sharing from this platform within and without an organisation. When there is a well designed policy in place, it is easier to know the violation in its observation and punish the concerned person. The app users must be made aware about the policy regarding what information can be shared with other people in the organisation.

3) Have a control over the drive

As an administrator, you can exercise control over the sharing of sensitive information through the applications used within an organisation. It is necessary to maintain control over the drive according to the level of risk associated with the same. You can alter the sharing settings of the drive so as to take care of the safety of the data stored.

4) Control over-sharing

Some people over-share the content which actually poses the risk to the safety of the data. An organisation must hence, ensure that the data is not shared widely after the completion of the same. This will save the data from getting trapped into the hands of the people with malice intentions. Organise a monthly meeting to inform the people about the data sharing settings so that they can save both the data and themselves from the bad results.

5) Revise the data sharing settings often

It is essential to have a check on the data sharing settings of the drive else there is a huge risk of everything getting lost in a permanent manner. There is no purpose of old people receiving the data who are no longer associated with the project such as the former employees or the collaborators. The people usually build up a huge library of the files that they consider are important. This is good as long as there is a control over the same but it has the potential to become dangerous if not monitored properly. Avoid the usage of personal email addresses of the employees so that the access to the data library can be checked. Have the right settings and enjoy the benefits of Google Drive instead of wasting your time in wondering about the data loss from the same.

6) Third party apps need to be controlled

The organisations that are big in size deal with many clients and business partners. A third party app is something that they deal with on a routine basis. Hence, it is essential that there is a clear policy for the usage of the same. These apps have a drawback that they give an unwanted access to the company’s data via a backdoor. All the apps that are being used in a project must be double checked for their safety credentials and to know about the information that can be accessed by them i.e. whether it is personal or official. It is better to avoid apps that are not related to work or have the scope of providing much access to the data in the Google Drive. There should be a provision to blacklist the apps clearly so that the users are in a position to understand the same and hence, do not use them.

7) Encryption is good

Do not hesitate to go for encryption of the data as this is the only way to safeguard the same from any kind of harm. The important data such as IP (intellectual property), PCI or business plans or strategies must be encrypted for their safety. The more important the information is, the better it must be guarded from the spying eyes. The big organisations often go for massive encryption of their official data and there is nothing wrong if the small businesses also follow the suit.

8) Involve the users in securing the data

The users should be made aware about the security policies and the actions that the organisation is taking to ensure the safety of the important data. Educating the IT users is a primary step that goes a long way in reducing the cost burden on the company to design various data storage policies and safeguarding the sensitive one in the drive. Many a times the users share the data unknowingly and are not aware about the risk that they are taking. So, before investing huge amount in policy designing, firstly educate the people in the organisation about the data transfer and sharing of the same within and without the organisation.

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