AVFD Frequently Asked Questions (FAQ)

What is the Google Workspace / Google Cloud?

Google Workspace (formerly known as G Suite) is a collection of cloud-based productivity, collaboration, and communication tools designed for businesses, educational institutions, and organizations. It provides integrated applications that help teams and individuals work efficiently, share information, and collaborate in real time.

Key Components of Google Workspace:

Gmail:
  - Professional email service.
  - Includes powerful spam filters, built-in security features, and integrations with other Workspace tools.

Google Drive:
  - Cloud storage service for files, documents, and backups.
  - Offers file-sharing capabilities with customizable access control (view, comment, edit).
  - Enables team collaboration with real-time file sharing and editing.

Google Docs, Sheets, and Slides:
  - Google Docs: A web-based word processor that supports real-time collaborative editing.
  - Google Sheets: A spreadsheet application similar to Excel, with collaboration features.
  - Google Slides: A presentation tool similar to PowerPoint, with easy sharing and editing.
          These apps allow multiple users to work simultaneously on the same document, making collaboration seamless.

Google Meet:
  - Video conferencing and online meeting tool.
  - Allows for virtual meetings, screen sharing, chat, and meeting recordings.
  - Integrates with Google Calendar for easy scheduling.

Google Calendar:
  - Time management and scheduling tool for creating and sharing calendars.
  - Includes features like reminders, task management, and integration with Meet for scheduling video meetings.

Google Forms:
  - Tool for creating surveys, quizzes, and forms to gather data from users.
  - Data from forms can be collected and analyzed using Google Sheets.

Google Sites:
  - A web-building tool for creating simple websites, often used for internal documentation, project management, or team sites.
  - Easy to use, requiring no prior web development experience.

Why is the AVFD moving to Google?

Moving to the Google Workspace platform offers significant advantages compared to our current IT design.   Our current IT design requires that all files of the department be retained physically within the AVFD server room.  This limits our ability to access these files remotely and makes them reliant on sustaining the servers that they run on.  Moving our systems to the cloud provides critical cost saves and files/resource redundancy.  Additionally, Google Workspace is designed to increase productivity and collaboration within organizations, leveraging Google’s cloud technology.

Key Benefits of Google Workspace

Functionality: Google offers many different options for the department to store and collaborate on files.  With your AVFD login, you are able to access these files from any device connected to the internet, including phones and tablets.  Since all apps and data are stored in the cloud, members can access their files from any device with an internet connection., increasing department/life balance.   Multiple users can also work on the same document, spreadsheet, or presentation simultaneously, with changes appearing in real time.

Support: With moving our resources to the cloud, the IT committee is able to provide support to members remotely.  Because we will be moving to a more standard platform, answers can also be easily found on the internet.

Security: Google offers some of the best in class security options to protect the department's files and resources.  This includes advanced security features, such as two-step verification, data encryption, and mobile device management.

How will this affect me?

This transition will improve your ability to contribute and collaborate on department files remotely or on your personal device.  Files and resources will be securely stored within the Google ecosystem and your access to different files will be granted based on your position within the department and the access granted to you by the file owner.  You will also receive an arbutusvfd.org email.

This change will only improve your ability to contribute to the improvement and operations of the department.

Am I required to participate in this change?

Members are not required to participate in this change to Google Workspace.  That being said, opting out of this change will limit a member's ability to access or collaborate on certain AVFD files and resources.  This is likely to significantly limit members in certain positions to correctly to complete their responsibilities. 

What is 2 factor authentication?

Two-Factor Authentication (2FA) is a security process that adds an extra layer of protection to online accounts and systems by requiring users to provide two forms of identification before gaining access. The goal of 2FA is to ensure that even if one authentication method is compromised, the second one will still protect the account.

The Two Factors in 2FA:

Something You Know: This is typically your password or PIN, something you remember and enter during login.

Something You Have: This is a physical device or code that only you possess. Examples include:
  - A one-time code sent to your mobile device via SMS or email.
  - A code generated by an authentication app (like Google Authenticator).
 

How 2FA Works:

Step 1 - Entering Your Password:
    When you try to log in, you first enter your username and password, which is the first form of authentication (something you know).

Step 2 - Providing the Second Factor:
    After the password is verified, you are prompted to enter the second form of authentication. This could be:
  - A code sent to your phone via SMS.
  - A code generated by an app on your phone.

Step 3 - Access Granted:
  Once you provide both the password and the second factor, you gain access to the system or account.

Common Types of Second Factors:

- SMS Codes: A one-time code is sent to your phone via text message.

- Authentication Apps: Apps like Google Authenticator, Authy, or Microsoft Authenticator generate time-based one-time codes (TOTP).

- Push Notifications: A prompt sent to your phone (via an app) asking you to approve or deny the login attempt.

Why Use 2FA?

- Enhanced Security: Even if someone steals or guesses your password, they won’t be able to log in without the second factor (e.g., your phone or security key).

- Protection Against Phishing: Phishing attacks often trick users into giving away passwords, but with 2FA, an attacker would still need the second authentication factor to gain access.

- Reduction in Account Breaches: Since attackers typically can’t provide the second factor, 2FA reduces the likelihood of account breaches.

Example of 2FA in Action:

When logging into your bank account:

1. You enter your username and password (something you know).

2. The bank sends a one-time code to your phone via SMS (something you have).

3. You enter the code into the login page.

4. If the code is correct, you're granted access to your account.

Conclusion:

2FA significantly improves security by adding an extra step to the login process. Even if one form of identification (like your password) is compromised, attackers would still need the second factor (like your phone) to access your account. This makes 2FA an essential tool for protecting sensitive accounts and data.