Drive FAQs

Google Drive


What is Google Drive?

Google drive lets you share your files and folders with exactly whom you want at whatever level of access you choose.

  • Collaborate in real time with colleagues
  • Stop sending email attachments and start sharing
  • Control who sees and edits your files with visibility options and access levels
  • Easily share your work with lots of people

Does Google Drive replace your F: G: or H: drive?

No, it does not. 

Baker College Best Practices for Google Drive:

  • Certain sensitive data on Google Drive should not be included within any document   
  • Google drive is not hosted here at Baker College
  • Google does not own your data
  • Google does not share your data
  • Google keeps the data as long as you want them to
  • Google deletes the data when you ask them to
  • Baker College does not have access to retrieve a document or folder if it is deleted
  • Baker College does not backup the files and folders that you place out on Google Drive

We are excited to announce Google Drive, a new way to access and share files and folders, at any time and on any device.


If I delete a document from Drive where does it go?

When you delete a document from the Drive it goes to the trash. To permanently delete the document you will need to empty your trash.


What things shouldn't go into files on Google Drive?

  • FERPA (Family Educational Rights and Privacy Act) data
  • HIPAA (Health Insurance Portability Accountability Act) data
  • Personally-identifiable Information (driver license, bank account number, tax identification, social security, Baker College UIN numbers)


What is Google Drive?


Think of Google Drive as your personal stash of files and folders that follows you wherever you go - it lets you keep everything and

share anything. With Google Drive, you can access files, folders, and Google Docs from a web browser or any device you've installed

your Google Drive.


Your Google Drive is in the cloud, but you can also install the desktop and mobile application to access your files from your

computer, smartphone, tablet, or other Android or iOS mobile device, in addition to the online interface at drive.google.com. Google

Drive's built-in sync capability ensures that your files, folders, and Google Docs are the same on all your devices.


What is LucidChart?


Lucidchart is a free diagramming tool (similar to Visio) that lets you create flowcharts, floor plans, mockups, mind maps, and more!

You can create these charts and add them directly into a Google document. The following video explains things in a bit more detail



Where can I get help with LucidChart?


LucidChart has a wealth of of information on their support site. The most common links are listed below:


How much storage do I have for my Google Drive files? 


For Baker College users, we provide you with the standard 30 GB this includes drive and your mail. There is currently no option for

Baker College users to increase your storage.


What are my Visibility and Access Settings?


One of Google Drive's most useful features is the ability to share your files with others, while controlling their visibility and access

levels. You can control these settings for each individual file or for an entire folder.


How do I Organize My Documents?


To keep your Google Drive contents organized; Baker College recommends that you use folders and some sort of naming convention

for docs. This can be especially helpful for repetitive docs (e.g. 8/15/2013 – Information Systems Team Meeting, 9/15/2013 –

Information Systems Team Meeting, etc), as a naming convention will make it easier for you to find documents in your Drive.


How do I Organize My Folders?


It is also recommended that you use folders for uniform sharing. Sharing a folder will share its contents, including any items added

to the folder in the future.  


What should I consider before I create folders in Drive transfer ownership?


Creating the folders will automatically make you the owner. Being the owner of a file gives you control over it, and once you change

owners, you give up those controls. So before you transfer ownership, here are the things you’ll no longer be able to do:

  • Remove collaborators
  • Share with as many people as you like
  • Change visibility options
  • Allow your collaborators to change access privileges for others
  • Permanently delete something from Google Drive. After it’s deleted, no one can access it, including those it was shared with.

When you transfer ownership of a folder from yourself to another person, the new owner of the folder becomes an editor of the files

in that folder. The original owners of the files remain the owners.


Transfer ownership of your files, folders, and Google documents to another active account before your current account is being deleted. Once the account is deleted, you won’t be able to recover anything from your deleted Google Drive account.


Baker College has given you examples of folder structure that we recommend.  

Office of the President at the Campus

  

 Member of Executive Committee to create all the folders will automatically make them the owner.

    CT Executive Committee

        (Executive member to create and share with all member of committee)

        Executive Committee Meeting Agenda

        Executive Committee Meeting Minutes

   

    CT Operations Committee

        (Execute member to create and share with all members of committee)

        Operations Committee Meeting Agenda

        Operations Committee Meeting Minutes


Business Office at the Campus

  

 VP of Finance to create all the folders will automatically make them the owner.  

        CT Business Office  

            (Campus VP of Finance to create and share to System Business Office)

   

       Business Office Management  

            (Campus VP of Finance to create and share with individuals within their department)


       Business Office  

            (Campus VP of Finance to create and share with individuals with all individuals within the department)


Academic Office at the Campus

   

CAO to create all the folders will automatically make them the owner.  

        CT Academic Office

            (Campus CAO to create and share to System Academic Office)


      Academic Office Deans  

            (Campus CAO to create and share information with individuals within their department that would have more sensitive                     information)


      Academic Office

            (Campus CAO to create and share with Office manager, Office Manager can then share with other individuals)


 Library

            (Campus CAO to create and share with Head Librarian, Head Librarian can then share with other individuals within the

             department)


 Learning Center

        (Campus CAO to create and share with individuals with all individuals within the department)


 Create All other Departments within Academics