Using G Suite tools to store, collaborate and communicate

This guide explains how to work with information using the different G Suite tools.

This guide is in beta. This means that we are still working to improve it, so your feedback will help us make sure that they are easy to understand and useful. Please let us know your suggestions.

This guide covers

What is storage, collaboration and communication?

Storage

Storage means keeping information. You should keep information in a place where everyone who needs it can find it. Some information has a particular retention period. A retention period is the amount of time you should keep something for. This might be for a legal reason, or because you need it to do your job. Wherever you keep information, you must be able to delete it when it is no longer needed.

Storing in other systems

Not all information should be in G Suite. Some services use specific systems to keep records in. For example, Mosaic, iTrent and Paris. Read Where to Keep Information for more information.

Collaboration

Collaboration means working together to create or change something. For example, working with colleagues to edit a report. Collaboration can be a one-off or regular action.

Communication

Communication means giving or receiving information. For example, advertising something, or telling colleagues about a policy. Communication can be a one-off or regular action.

What tool should I use?

There are lots of places to store information in G Suite. Make sure you know where it should be first. Read Where to Keep Information for more information.

If you are collaborating with the same group of colleagues often, we recommend using a Shared Drive.

If you are collaborating with a smaller group of people, or less often, we recommend sharing a file or folder using your My Drive. You might also be able to do what you need using Hangouts Chat, or a Google+ Community.

What to use the G Suite tools for

Use Gmail for:

Communicating
Sending formal messages and communicating with contacts
If you are sending Official Sensitive information outside the Council make sure that you have read our guidance on emailing sensitive information first

Use My Drive for:

Storing, Collaborating and Communicating
Sharing information with different people, or storing information
For example, storing reference material, or sharing files on a one off basis

Use Shared Drives for:

Storing and Collaborating
Regularly collaborating with a specific group of people
Also for storing information your group will need
For example, storing policy documents, or working together on a project

Use Hangouts Chat for:

Communicating
Quickly talking to colleagues
For example, checking a detail or reminding someone that you have a meeting

Use Google + Communities for:

Communicating
Making announcements, sharing ideas, or discussing something with a group of people
For example, asking for help from your peers

Use Sites for:

Communicating
Providing a landing page for pulling together links
For example, links to files, web links, G+ communities and calendars
You can also use Sites to build a website
Check with the Communications service before you create a Google Site, as they can advise on the most appropriate tool for your needs

Use Forms for:

Communicating
Collecting information from other people
For example, project feedback, survey responses, or enquiries

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Last updated 17 April 2019

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