Good Practice

Use a Departmental Account

Challenge

We need an email address for our group and a Google Drive account to store our group’s documents.

Solutions

Any group affiliated with the University can request an departmental account. Examples of groups or organizations that use this type of account include: a department, division, laboratory, office, committee, research project, center, or webmaster.

Request a Departmental Account

Departmental email accounts (Internet ID and email) can be created for any official U of M organization (department, division, laboratory, office, committee, research project, etc.) or function (for example, the webmaster or front desk of a department). Departmental accounts should be used only for official organization business and should be monitored on a regular basis by an organizational contact person.

Requests should come from the organization/function's leader (director, supervisor, administrator, office manager, etc.).

Change a Document’s Owner in Google

Google Documents can have many editors and viewers, but only one owner at a time. By default, the creator of a document is the owner, but document ownership can be transferred to another user or to a departmental account.

Understand how Deleting Files in Google Drive Works

To remove a file from your Drive, you can put it in your trash. Your file will stay there until you empty your trash. If you're the owner of the file, others can view it until you permanently delete the file. If you're not the owner, others (the document owner and those with whom the document has been shared) can see the file even if you empty your trash.