Do you have important files in your nonprofits’ Google Drive that are associated with their owners’ personal gmail address? Google lets you migrate those files to Shared Drive so your organization never loses access to them.

Google Workspace is fantastically easy for nonprofit start ups to set up and doesn’t take a lot of technical know-how to manage until you grow to a larger staff size.

One of the common issues we run into is ownership of files. In Google world, the creator “owns” the files even when shared or saved on a shared Google Drive, and if that owner leaves the organization – through any number of scenarios – the organization no longer has access to those files.

Depending on how important the files are, that can cause problems! For example, if you are using an outsourced CFO – or if a photographer “shared” files with you – you can lose access.

A while back Google created “Shared Drive” and we recommend moving files from individually shared folders to organizationally owned folders.

In this podcast, Steve shares a Google Drive trick for nonprofits on migrating those files to Shared Drive relatively easily, by making the owner a temporary manager of the new folder.

The takeaways:

• Google regards the “owner” of files as the creator. Various options for sharing files may not grant complete access to those files for as long as they are needed.
• Community IT recommends creating Shared Drive in Google Workspace and migrating individual files and folders there to preserve organization access to them. This changes the “owner” from the individual to the organization.
• If you are running into migration issues with shared files disappearing, it is probably because the file was “owned” by someone outside your organization, or even someone within your organization using an individual gmail account to access Google. It is very easy to mistakenly log in to Google under other accounts to do your work!
• To migrate files in that situation, Google makes it possible to solve the ownership problem without a third-party tool. Staying within the Google universe preserves the file formats and makes migration easier. Links remain valid as will dynamic connections within Google Sheets.
• Community IT recommends creating a Shared Drive and temporarily making those external people managers with their individual gmail account. That gives them the ability to move whole folders of their files into the Shared Drive, where they become “owned” by the organization even after the individual leaves. This also helps clear up files created by external vendors where ownership needs to sit with the organization not with the individual owner, such as photos.
• It sounds complicated, but Steve walks through how to approach “ownership” in the Google Workspace universe and make data management as easy as possible.

_______________________________
Start a conversation :)

• Register to attend a webinar in real time, and find all past transcripts at https://communityit.com/webinars/
• email Carolyn at cwoodard@communityit.com
• on LinkedIn

Thanks for listening.

Vanguard Communications’ Chief of Innovation Brenda Foster shared tips and practical advice on getting started using generative Artificial Intelligence AI tools at your nonprofit in a way that matches your mission and values.
Learn how to prompt, when and how to use AI tools, and when not to.
Learn how to evaluate the outputs and feel good using AI at your nonprofit.

In part 1, Brenda explains the various types of AI and walks through the ethical considerations and trade offs for the environment, community justice, human creativity, privacy and security, and bias. She presents a five question framework for creating your nonprofit AI policy. In part 2, Brenda explores good prompting and the differences between tools in this moment, and takes audience Q&A.

Are you wondering where to start with AI?

Chances are you and your colleagues are already using it for some things, and wondering how to use it better, or whether you should be using it at all. Your organization may be ambivalent or aghast at AI, have already embraced it, or be unsure where to start. You may have colleagues that are using AI for everything and others who won’t touch it.

Brenda Foster is a PRSA-NCC Hall of Fame inductee who has specialized in nonprofit communication for decades.

In this webinar, she shares tips and best practices on improving your AI prompts for communication success and explores situations where AI can improve the day-to-day job satisfaction for nonprofit staff. You can hear more from Brenda in our podcast discussion of AI tips here.

How can your nonprofit get started ?

In this webinar learn how to prompt, when and how to use AI tools, and when not to. Learn how to evaluate the output and ensure that your team feels confident and comfortable using AI to make their jobs more interesting and to better support your mission.

As with all our webinars, this presentation is appropriate for an audience of varied IT experience.

Community IT is proudly vendor-agnostic, and our webinars cover a range of topics and discussions. Webinars are never a sales pitch, always a way to share our knowledge with our community.

Learn how to create an AI Acceptable Use Policy here. The nonprofit sector is deeply concerned with ethics, accountability, the environment, and systemic change. Learn more about ethical AI frameworks here.

_______________________________
Start a conversation :)

• Register to attend a webinar in real time, and find all past transcripts at https://communityit.com/webinars/
• email Carolyn at cwoodard@communityit.com
• on LinkedIn

Thanks for listening.

Vanguard Communications’ Chief of Innovation Brenda Foster shared tips and practical advice on getting started using generative Artificial Intelligence AI tools at your nonprofit in a way that matches your mission and values.
Learn how to prompt, when and how to use AI tools, and when not to.
Learn how to evaluate the outputs and feel good using AI at your nonprofit.

In part 1, Brenda explains the various types of AI and walks through the ethical considerations and trade offs for the environment, community justice, human creativity, privacy and security, and bias. She presents a five question framework for creating your nonprofit AI policy. In part 2, Brenda explores good prompting and the differences between tools in this moment, and takes audience Q&A.

Are you wondering where to start with AI?

Chances are you and your colleagues are already using it for some things, and wondering how to use it better, or whether you should be using it at all. Your organization may be ambivalent or aghast at AI, have already embraced it, or be unsure where to start. You may have colleagues that are using AI for everything and others who won’t touch it.

Brenda Foster is a PRSA-NCC Hall of Fame inductee who has specialized in nonprofit communication for decades.

In this webinar, she shares tips and best practices on improving your AI prompts for communication success and explores situations where AI can improve the day-to-day job satisfaction for nonprofit staff. You can hear more from Brenda in our podcast discussion of AI tips here.

How can your nonprofit get started ?

In this webinar learn how to prompt, when and how to use AI tools, and when not to. Learn how to evaluate the output and ensure that your team feels confident and comfortable using AI to make their jobs more interesting and to better support your mission.

As with all our webinars, this presentation is appropriate for an audience of varied IT experience.

Community IT is proudly vendor-agnostic, and our webinars cover a range of topics and discussions. Webinars are never a sales pitch, always a way to share our knowledge with our community.

Learn how to create an AI Acceptable Use Policy here. The nonprofit sector is deeply concerned with ethics, accountability, the environment, and systemic change. Learn more about ethical AI frameworks here.

_______________________________
Start a conversation :)

• Register to attend a webinar in real time, and find all past transcripts at https://communityit.com/webinars/
• email Carolyn at cwoodard@communityit.com
• on LinkedIn

Thanks for listening.