If a team member who originally connected Drive leaves the company, their personal Drive contents can become inaccessible. Shared Drives (formerly Team Drives) solve this — files live on the organization, not on the individual.
Set up a Shared Drive
- In Google Workspace, create a Shared Drive named "OMB Cloud".
- Add the relevant team members as Managers or Content Managers.
- In OMB Cloud, disconnect any personal-Drive connector and reconnect, this time picking the Shared Drive as the root folder.
Why Shared Drives
- Resilience: when an employee leaves, the files don't go with them.
- Compliance: Workspace admins can apply data-loss prevention policies at the Shared Drive level.
- Auditability: Shared Drive activity logs are admin-readable for forensics.
Migration of existing files
If you already have a personal-Drive root with months of OMB Cloud files, migrate them: select all contents, "Move to Shared Drive." Google preserves Drive IDs, so OMB Cloud links continue to work without updating.
Caveats
- Shared Drives require Google Workspace Business Standard or higher.
- Folder ownership cannot be transferred to a personal user once on a Shared Drive — this is by design.