Google Drive: Differences between My Drive and Shared Drives

Google My Drive

• Ownership: Files are owned by the individual user.
• Accessibility: Only accessible by the owner unless explicitly shared. (Google Admins, IT teams, are able to access users accounts by resetting passwords if explicitly asked by headteachers of schools. Rest assured this would only be used in a situation where a user may have left the organisation and we need to search for critical data to aid in the day to day running of school in the users My Drive)
• Account Dependence: If a user’s account is suspended or deleted (e.g., retirement or leaving the organisation), files in My Drive become inaccessible if any files from My Drive has been shared with others manually.
• Best for: Personal documents, drafts, or files not requiring long-term access by others.

Shared Drives

• Ownership: Files are owned by the team, not individuals.
• Accessibility: Accessible to all team members with permission, regardless of the status of any single user.
• Permanence: Files remain available to the team even if members leave.
• Best for: Collaborative projects, long-term team documents, and files that need continuity beyond individual users.

Best Use Case Scenarios

• My Drive: Ideal for personal files or those being worked on individually.
• Shared Drives: Suitable for team projects, shared resources, and documents that multiple users need access to. Ensures continuity even when staff changes occur.

Important Consideration:

Files left in My Drive will become inaccessible if a user’s account is deactivated. For shared work or long-term projects, it’s crucial to use Shared Drives to maintain access beyond individual account suspension or deactivation.