main contentShared Drive FAQ

Shared Drive is owned by the domain (L&C) rather than an individual.

Yes, the file sharing permission is still available and does not change if a file is moved into a Shared Drive.

Yes. They can’t be a full manager but can be a content manager. When sharing data outside of L&C, be sure to follow appropriate information security protocols.

L&C Shared Drives follow a standard naming convention. Each Shared Drive will start with the Highest Organizational Unit appropriate for the drive to differentiate it from other areas, followed by the specific use case name, and the year it was created. For example, there may be a shared drive called “CAS Registrar - Departmental Terminology - 2021”.

Fill out this form to request a Shared Drive. IT will create the Shared Drive for you, then it will be your responsibility to add the appropriate users and migrate the desired files.

All file types can be added to a Shared drive, except Google Maps and existing documents with attached Apps Scripts.

No. You cannot move folders from a My Drive to a Shared drive. You can only move files, but you can move multiple files at once. You can upload folders from your desktop or network drives, however, but you will have to manually re-establish any sharing settings. If you need a folder or folders (up to five) with a lot of files moved from My Drive to a Shared drive you can submit a work order through the Service Desk with the specific name of the folder(s) to be moved. Please note that you must own every file in a folder in order for us to successfully move it for you, and that turnaround for moving folders will be around a week.

Each Shared drive has its own trash. Files and folders in the Trash are deleted forever after 30 days. Team members can delete specific files sooner.

Yes, you can restore deleted files within those 30 days if you have Edit access or full access.

• Storage space
  • See the Institutional Shared Drive page for current information about default storage quotas.
• A Shared drive can contain a maximum of 250,000 files and folders.
• A Shared drive can include a large number of individual and Google Group members.
  • Limit for individuals and groups directly added as members: 600
    A group and an individual are both counted as one member against the limit.
  • Total limit of individuals (direct members, or indirect members due to Google Group membership): 50,000
    An individual who is a member of several groups that are added as direct members of the Shared drives still only count as a single individual.
• A single Shared drive can nest up to 20 subfolders, but we don’t recommend creating Shared drives with a folder structure that complex. Shared drives function, but users can have difficulty organizing and navigating the content. Instead of a complex hierarchy of folders, consider organizing content into multiple Shared drives.