Sagamore Google Drive
Documenting how Sagamore Hills Elementary School can use the Google Drive service of their PTA's Google Apps account…
Adding files
Although any volunteer can add files to the Sagamore folder, eventually the file should be owned by the PTA admin account (see the theory section).
- Log into Google Drive as admin@sagamorehillspta.org
New
For files that have not yet uploaded by a volunteer and shared in the Sagamore folder…
- Upload the file(s) somewhere in the top-level "Sagamore Hills Elementary School" folder.
Preexisting
If a file has already been shared somewhere in the Sagamore folder…
- Copy the file
- Remove the original (the owner still retains it, it's just removed from the Sagamore folder)
- Remove leading "Copy of" from the copy's filename
Theory
The idea is that all files are owned by the admin account, which is hosted by the Sagamore Hills PTA Google account, so that storage and deleting are under organizational control. All files are also assigned the highest level access (edit access) to the Sagamore Hills PTA Google Group, to which all volunteers are a member, so that any volunteer can edit files (old versions remain available and cannot be deleted (except by the admin)).
Volunteer Google Accounts (email addresses) are added and removed to/from the Sagamore Hills PTA Google Group to allow/disallow working with Sagamore's Google Drive hosted files.
A single folder named "Sagamore Hills Elementary School" contains all files (and folders). This top-level folder is assigned the previously mentioned permissions, which become the default share setting for new contents added to it. Volunteers will go to this folder in their own Google Drive environments to work with Sagamore files.
Although volunteers can add their own files to the Sagamore managed folder, those files should eventually become owned by the admin account (see "Adding files")so that they can be owned by the PTA (stored by, deletable only by, controlled by).