Google Drive and Shared Drive Training

Title: 251028 DDC-OP-01 Google Drive and Shared Drive Training\ Subtitle: Comfac Group of Companies

Objectives

To train all departments of the Comfac Group of Companies in the proper and efficient use of Google Drive (GDrive) and Shared Drives as a centralized platform for document management, collaboration, and information accessibility.

Key Result Areas (KRAs):

Ensure end users have convenient and automated backups of their work and files through Google Drive and Shared Drive integration.
Ensure all staff have continuous access to their files, folders, and backups from any authorized device.
Promote collaborative document use as the Single Source of Truth (SSOT) — meaning documents edited and finalized collaboratively in GDrive become the official record, eliminating after-the-fact consolidation.
Standardize naming conventions and folder structures across departments.
Support ISO-compliant document control and traceability.

Expected Deliverables:

Trained users capable of managing Shared Drive folders and automated backup workflows.
Departmental compliance with naming conventions and backup procedures.
Improved accessibility and version control through collaboration-based workflows.

Background

The Comfac Group transitioned to Google Workspace to improve coordination, reliability, and document access. Challenges in version control, lost files, and uncoordinated backups necessitated a standardized procedure for file organization, backup, and collaboration. This training ensures every employee can securely store, back up, and share files without reliance on manual or redundant saving methods.

Scope

This document applies to all departments within the Comfac Group using Google Workspace. It defines the process for training, file backup automation, and collaborative document management using Google Drive and Shared Drives.

Activities and Methodologies:

Structured training sessions on GDrive and Shared Drive fundamentals.
Hands-on exercises in file sharing, access control, and real-time collaboration.
Implementation of automatic synchronization through Google Drive for Desktop.
Demonstration of how collaborative documents function as live SSOT records.

Estimated Duration: 1.5–2 hours per training session.\ Resources: Standard IT training setup, 1 trainer, and 1–2 facilitators.

System Requirements:

Browser: Google Chrome (latest version)
Internet: Minimum 1 Mbps stable connection
RAM: 4 GB or higher
Google Workspace account under company domain
Google Drive for Desktop (for automated backup)
Access to departmental Shared Drives

Definitions

Single Source of Truth (SSOT): In the context of Google Drive collaboration, the live and collaboratively edited document is the official reference — replacing redundant versions or re-uploaded files.\ Shared Drive: Centralized company-managed drive ensuring data persistence and continuity even if members leave.\ My Drive: Individual user's workspace for temporary or personal files, subject to manual backup if not synchronized.\ Automated Backup: Continuous file synchronization between local storage and GDrive via Google Drive for Desktop.\ Account Control: The company’s ability to revoke or transfer access to GDrive and Shared Drive data through IT for data continuity and security.

References

DDC-OP03 – Control of Documents in GDrive
17-04-03 – Google Drive Training (Legacy 2017 Version)
Shared Drives and Backups (Dec 2024)
Google Workspace Sharing Guide
Google Drive for Desktop Sync

Responsible

Role	Responsibility
SSD Manager	Oversees creation of Shared Drive folders, monitors backup compliance, and validates structure.
Department Managers	Ensure staff participation in training, verify backup setup, and maintain document integrity.
IT Department	Provides access, backup configuration, and troubleshooting; manages account control and data transfer.
Trainers/Facilitators	Conduct and document training, verify successful setup of Drive sync and Shared Drive access.
All Employees	Maintain their file organization, ensure Drive backup is active, and use Shared Drives for collaboration.

Procedure

Preparation Phase:
- Verify workstation readiness: internet, browser, and Drive access.
- Coordinate with IT to ensure Google Drive for Desktop is installed.
- Preload training materials and Shared Drive examples.
Training Session:\ Module 1: GDrive and Shared Drive Fundamentals
- Explain My Drive vs Shared Drive ownership and security.
- Demonstrate automated file synchronization and backup setup.
- Configure Google Drive for Desktop for real-time cloud sync.
- Explain file version recovery and offline editing.
Module 2: Folder Hierarchy and Naming Convention
- Use standard naming: ProjectName + SO# and ProjectName + JO# + Department.
- Demonstrate access inheritance and subfolder management.
- Create shortcuts for cross-departmental references.
Module 3: Collaboration and File Ownership
- Demonstrate real-time collaboration on Docs, Sheets, and Slides.
- Discuss how collaborative versions eliminate redundant edits.
- Apply commenting (Ctrl + Alt + M) and linking (Ctrl + K).
- Set document protections and explain version history for audit trail.
- Explain Sharing Controls, including using Groups or individual users for sharing and setting Expiring Permissions for temporary access.
- Highlight that Google provides reports identifying publicly shared documents within the organization.
- Demonstrate how to view document activity: in Docs go to Tools > Activity Dashboard to see who viewed the document, and in Drive use Right-click > File Information > Activity to see recent file actions.
Module 4: Backup Management and Verification
- Walkthrough: verify Drive sync status on desktop and web.
- Demonstrate recovering files from Trash or version history.
- Ensure key folders (Desktop, Documents, Projects) are synced to GDrive.
Post-Training Implementation:
- Department heads confirm all users have functioning Drive backup and access.
- SSD audits folder structures and permissions quarterly.
- IT verifies backup logs and storage quota status monthly.

Documentation

Attendance and feedback from trainees.
Record of Drive sync installations and account verifications.
Backup compliance reports and periodic review results.
Confirmation from managers of collaborative workflow adoption.

Appendix

Example of Drive Backup Setup (My Drive → Shared Drive → Local Sync)
Standard Folder Hierarchy Diagram (Root → Department → Project)
Google Drive Hotkeys Reference:
- Ctrl + / – View hotkeys
- Ctrl + Tab – Switch tabs
- F11 – Full screen
- Ctrl + \ – Clear formatting