Beginner In-House SE Backup Strategy: How to Utilize Google Drive “Shared Drives”

This time, we will introduce the necessity of data backup when using Google Workspace’s Google Drive “Shared Drives” as an internal file server.

Why Is Data Backup Important?

1. Prepare for “Accidental Deletion” and “System Failures”:
   Important data you create may be unintentionally deleted or lost due to system issues. To prepare for such situations, backups are essential.
2. Compliance with “Regulations”:
   In some industries, laws require specific data to be backed up regularly. Failure to do so may result in legal issues.
3. Data Recovery in the Event of a “Disaster”: In the case of natural disasters or large-scale system failures, having backups enables quick data recovery.

So, How Should You Back Up?

• Use Third-Party Backup Tools:
  This method involves regularly saving all data to a separate location. This ensures that your data remains safe in case of emergencies.
• Utilize Google Workspace’s Built-in Features:
  Google Drive includes features that allow you to track file history and changes, and restore previous versions.

But Isn’t Google Drive Itself Quite Secure?

It is true that Google Drive implements advanced security measures. However, the following points should be considered:

• Risks from Human Error or Malicious Attacks:
  Additional backups are effective in protecting data from user mistakes or malicious attacks.
• Ensuring Maximum Protection:
  While Google Drive’s security and recovery features are robust, additional backups are important for greater peace of mind.

How Storage Capacity Works in Google Drive “Shared Drives”

When using Google Drive, understanding how storage capacity is handled is a very important point.

Basic Principles of Shared Drive Storage Capacity

• Shared Drive storage is consumed from the storage allocated to your Google Workspace account:
  This differs from personal Google accounts (My Drive). Files uploaded to a Shared Drive count toward the total storage of the organization that owns the Shared Drive.
• It is independent of individual Google account storage:
  In other words, files in a Shared Drive do not affect the storage capacity of individual users who have access to that Shared Drive.

Specific Examples

• Example 1:
  If a company uses Google Workspace and has a Shared Drive with a total storage capacity of 2TB, the files stored in that Shared Drive are included within that 2TB. The personal Google account storage of individual users who access this Shared Drive is not affected.
• Example 2:
  If an individual uploads a 100MB file to a Shared Drive, that file consumes storage from the Shared Drive’s capacity, but the uploader’s personal Google account storage remains unchanged.

Summary

• Be Aware of Organization-Wide Storage:
  Shared Drive storage uses the capacity allocated to the organization’s overall Google Workspace account. Therefore, when using Shared Drives, careful management of the organization’s total storage capacity is necessary.
• Personal Storage Is Managed Separately:
  Each user’s Google account (My Drive) storage is independent from Shared Drives. When individuals upload files to a Shared Drive, their personal storage capacity is not affected.

Conclusion

Backups are extremely important for protecting your valuable data. Especially for in-house SEs who handle a large amount of critical data, it is essential to consider an appropriate backup strategy to minimize risks. Google Drive is a powerful tool, but we recommend implementing additional backups as an extra safety measure.

We hope this information helps you better understand how to effectively use Google Drive “Shared Drives.”

　
*Please use this information at your own discretion.*