Google Drive

 

Google Drive gives you secure, unlimited online storage space for your files. It also enables you to share and collaborate on files and folders, plus you can set up a shared drive for your team.

To access Google Drive, go to UCD Connect (www.ucd.ie/connect), click on the Drive icon at the top of the screen, and choose your profile (e.g. Staff, Student). You will then be asked to log in with your UCD Connect username and password.


File storage and sharing

Google Drive is recommended by the University for storing and sharing files. This includes files which contain personal data and confidential university information. In particular, Shared Drives in Google Drive (see below) are an effective way of managing files at school, unit or group level.

When sharing files and folders using Google Drive, care should be taken to ensure that you are sharing only with the intended recipients and only for as long as is necessary.

For more on storing and sharing files, please see the UCD File Storage & Sharing Guide.

See also:

 » How do I share a file in Google Drive?
 » How do I make a document 'read only' in Google Drive?


Shared Drives

The Shared Drives feature of Google Drive lets you create a shared drive and sub-folders for your team and projects. This allows you to manage centrally what information is saved by your team and with whom it is shared, especially any sensitive or personal data. It also ensures that shared files are not lost if their owner leaves the team.

If your team has a Google Group, you can manage access to your shared drive by first adding the Google Group to it, and then by adding and removing team members in the Group. 

Find out more:

 » How do we set up a team shared drive in Google Drive?


Data protection and security

The formal data protection agreement between UCD and Google means you need have no concerns about privacy or the security of your work or private notes. Some other 3rd party applications will not have gone through a formal security review so do not come with the same level of reassurance.

Visit our Top Security Tips web page to learn how to stay cybersafe while working remotely.