KB Article: Using Google Drive for Desktop (Cloud File Management)

Overview

To ensure all City files are safely backed up, accessible from any device, and protected from local hardware failures, all staff are required to use Google Drive for Desktop. This tool ensures that your work is stored in the cloud rather than just on your computer's physical hard drive.

The key to a successful backup is a "Cloud-First" workflow: Always save or move files directly into the designated Google Drive virtual drive.

Step 1: Verify "File Streaming" is Enabled

We mandate the Stream files setting. This saves space on your computer's hard drive by keeping files in the cloud and only downloading them when you are actually working on them.

  1. Open Preferences: Click the Google Drive icon ($\Delta$) in your system tray (Windows, bottom-right) or menu bar (Mac, top-right).
  2. Access Settings: Click the Settings gear icon (⚙) and select Preferences.
  3. Check Syncing Options: In the left menu, select Google Drive.
  4. Confirm Selection: Under "My Drive syncing options," ensure that Stream files is selected.
  5. Save: Click Save if you made any changes.

Note: If you need to access specific files while traveling without internet, you can right-click any file/folder in your Drive and select "Available offline."

Step 2: The "Cloud-First" Saving Workflow

Once the application is running, a new virtual drive appears on your computer (typically named Google Drive or drive letter G:). This is your portal to the cloud.

To Save a NEW File:

  1. In your application (e.g., Word, Excel, Adobe), go to File > Save As.
  2. In the save window, navigate to the Google Drive (G:) virtual drive.
  3. Select the appropriate folder (My Drive for personal work or Shared drives for department files).
  4. Click Save. The file is now instantly backed up.

To Move EXISTING Files to the Cloud:

  1. Open your File Explorer (Windows) or Finder (Mac).
  2. Locate your old files (usually on your Desktop or in your local "My Documents" folder).
  3. Drag and Drop those files into a folder within the Google Drive (G:) virtual drive.
  4. Wait for the status icon to show a green checkmark, indicating the upload is complete.

Critical Reminders

  • Avoid Local Saving: Do not save files directly to your local Desktop, Documents, or C: Drive. If your computer's hard drive fails, any files stored there will be permanently lost.
  • Check the Path: Always verify the file path before saving. If the path does not start with Google Drive or the drive letter G:, it is NOT being backed up to the cloud.
  • Collaborate Safely: Moving files to Shared drives ensures that your department maintains access to important documents even if a team member is out of the office.

Need Help?

If you do not see the Google Drive (G:) drive on your computer, or if the Google Drive icon is missing from your taskbar, please contact the IT Help Desk.