Mapping One Drive and Google Drive to File Manager
As more organizations turn to online services such as OneDrive or Google Drive life seems to get easier in some ways but awkward in other ways. The goal is to use the systems as they are intended to be used to make life easier. But you may need to change your process to find that ease.
The most common issue when using cloud-based file storage is how to save data. The most common workflow is to download the document to a local workstation, make changes and then re-upload it to their online file management software. This practice can be problematic for a couple of reasons.
First, your desktop is likely not backed up by your organization. You may now have opened yourself up to a data security risk - unintentionally of course. If you are saving sensitive data such as donor names, addresses, and giving information and you forget to upload the file or properly delete the file, you now have sensitive data on your local machine which can be targeted in phishing. The data actually still resides on your desktop or some other area of your device that is not secure. If your organization has moved to a cloud file server it’s likely your local machine is not being backed up. I think you see where this is going.
Secondly, this process of opening up your online file storage, downloading the file locally, editing a document, and re-uploading it to your online file storage is a clunky process. You are doing more work than you need to be doing. If you are, you are defeating the “making life easier” factor.
By mapping your online file folders to a Local/Network Drive you are able to:
Reduce data security risks
Simplify your day by not having to constantly save things to new locations
Get the benefit of archived version histories. If something ever goes wrong with a document, you can revert to an older version
Take the time and take a few minutes to map your online folders to your local drives. Depending on the security level of your organization you may have to work with your IT department for additional support.
Below are a few resources you can use as a reference.
Google Drive – How to set up Google Drive as a Local Drive: https://www.youtube.com/watch?v=lJuh_h3DiqU
One Drive -How to map OneDrive as a Network Drive: https://www.youtube.com/watch?v=6-BqJwDaxdI
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This is general tech information not tailored tech advice. Each environment is unique and you need to explore the option that is best for your organization.