Why you should unshare your Google Drive Files.
In the past, when you wanted to share a document or file with a partner, colleague, client or vendor, you'd compose an email, add the file as an attachment and send it on its way. But, you probably aren't aware that this method of sharing is not sharing; instead, you are sending a copy of the file to someone else and, in the process, losing control of the file. The recipient can do what they like with that file. They can pass it on to someone else without your knowledge. Send the document to a competitor, a future employer, or anyone else in the world! And if that document contains confidential information who could say if they are keeping it securely.
Document storage and sharing such as Google Drive and Dropbox have become better alternatives to old-fashioned file attachments. These services let you share access to a file or document while keeping control of that file or document. Only people with a unique link can access the file, and only to the level of access you have granted them (viewer, commenter or editor), with the ability to revoke their access at any time.
If there is one downside to this easy file sharing, once the file or document you have shared is no longer relevant, you need to remember to unshare the document. It is not good security or privacy practice to leave access to files that are no longer relevant, and it could be argued to be a breach of GDPR.
How to manually unshare documents in Google Drive.
There are two ways to unshare files you have shared in Google Drive.
Right-click the file you want to unshare
Select share and remove the current sharing permissions to return the file to private.
This process above is fine if you only have a few files you need to unshare and schedule a reminder in Google Calendar to do this process regularly.
How to automate the unsharing of files in Google Drive
Most businesses have hundreds (if not thousands) of files that should be unshared regularly so that this data does not leak and is not shared externally for eternity. You can't leave files shared forever; that would be irresponsible and a great danger to the company and client data that you hold.
Google Workspace does not offer a way to automatically unshare your share files and this is where Google Drive File Privacy by Kimbley IT comes into play.
Google Drive File Privacy by Kimbley IT automates the process of unsharing files in Google Drive. A time limit can be set in Google Drive that any file externally shared will be unshared when they hit the specified time limit.
Of course, you may want to extend the sharing of this file or files, and this is equally as simple to do. A week before this time limit is hit, you'll receive an email asking if you want to extend the share by X amount of days? You simply click the number of days you wish to extend the share. And if you don't want to extend the share, ignore the email, and the file will automatically get unshared at the initially set date.
How to get Google Drive File Privacy by Kimbley IT
Google Drive File Privacy by Kimbley IT is available for £25/user/year if you're an existing client and would like to keep your Google Drive files secure and private - send a Google Chat message.
If your business is still emailing attachments and you would prefer to share files in a more controlled and secured way, book a video call below to learn how Google Drive can make managing your company's file easier.