PowerSearching Your Google Drive

It’s probably because I’m changing schools, but I’m currently obsessed with finding efficient ways to manage and transfer ownership of Google Docs. To be fair, I really started thinking about it at ASB Unplugged in 2012 when I had an awesome conversation with Jeff Plaman, Simon May, Aaron Metz and Andrew McCarthy about “exit strategies” for teachers. But I digress…

About three weeks ago it started with this:

Looking for ways to transfer ownership of lots of #GDocs. I thought changing ownership of the folder would do the trick, but it won't!
@chamada
Clint Hamada

As with most things Google, @jayatwood quickly joined the conversation and he offered some great tips for PowerSearching within Google Drive:

@ Dropdown arrow at right of search box. There's "Not Shared" under the visibility options.
@jayatwood
Jay Atwood

Thanks to Jay and a bit of interneting, I quickly discovered how to find documents owned by me and shared to another specific person:

Search Google Drive

It was useful, but it still didn’t answer an important question:

@ Nice. Is there a way to search for all files owned by me that I've shared?
@chamada
Clint Hamada

I think I just found the answer. The key is in the difference between “Private” and “Not shared”. As best as I can tell, “Private” means that it has been shared to a specific list of individuals (as opposed to anybody in your domain or anybody in your domain with link) and “Not shared” means, well, not shared. So, by using this search

GDocs Search

 

I’m able to call up all the documents that I own and have ever shared with any specific individuals and can then transfer ownership as needed!

What other Google Drive tricks have you found?

 

The Dark Side of GDocs? – Transferring Ownership

We’ve starting implementing Google Docs pretty heavily at our school. It’s the perfect solution to share and collaborate on documents with colleagues. There are many important curriculum documents that are created by individual teachers. With GDocs it is a simple process to work on these documents and develop this curriculum collaboratively.

As with many international schools, however, we have a pretty decent turnover rate of teachers at our school. Our average length of stay for teachers hovers right around 4 years.

And this is the dark side of going Google: What happens when a teacher leaves the school and we delete their Google Apps account? All of that data is also deleted. All of those shared documents and all of that institutional knowledge is gone unless you take precautions and prepare those teachers in advance.

So, what are the solutions?

Actually, for the leaving teacher it is pretty easy. Although you cannot transfer ownership of documents outside of your school domain, it is a pretty simple matter to use Google Takeout (thanks to the Data Liberation Front) to download all of the items in your Google Drive (or selected folders).

But what about those documents that need to stay within the institution? There might be a better way, but here’s what I’ve come up with:

Transfering ownership of Google Docs, Spreadsheets, Presentations, and Forms: These native formats can easily have their ownership transferred to a departmental or institutional account. For example, if I have Math curriculum documents, I can put all of these in a single folder, select all and transfer ownership to math@mydomain.com. (If this is a new account, you may need to share it with this account first, and then transfer ownership.) Because you are transferring ownership and not creating a new document, the URL should remain the same and any existing links to that document should still work. Also, the existing sharing settings should remain the same. You can also use this method to transfer ownership of any of your documents to anybody else in your school like a co-teacher or your department head.

Transferring ownership of non-native GDoc formats such as PDFs, JPGs, and MS Word files: The method above does not work with other files that you have uploaded to Google Drive, unfortunately. However, once you have gone through the process above and have also removed any personal or non-essential files from Google Drive, the Google Apps administrator has the ability to “bulk transfer” ownership of all files from one user to another. This transfer could be to an archive account (archive@mydomain.com?). If teachers find they need a file and the owner is listed as “archive” they can then either request a transfer of ownership (if it is a native GDoc that was accidentally overlooked) or could make a copy of the file. After a set period of time (6 months? 1 year?) I would delete all archived worked permanently.

Transfer Docs

Thoughts? How do you handle this at your school?