Saving Files to Google Drive (Cloud-First Policy)

Overview

To ensure all company files are safely backed up, accessible from any device, and protected from local hard drive failure, you must use Google Drive for desktop. Since the application is already installed, this guide focuses on verifying the correct settings and establishing the correct workflow.

The key to saving files to the cloud is always saving or moving files into the designated Google Drive virtual drive.

Step 1: Verify File Streaming is Enabled (Crucial for Hard Drive Space)

Google Drive for desktop offers a few syncing options. We mandate File Streaming to save local hard drive space and ensure you are always working on the most up-to-date cloud version.

  1. Open Preferences: Click the Google Drive icon ($\triangle$) in your system tray (Windows, usually bottom-right) or menu bar (Mac, usually top-right).
  2. Click the Settings gear icon ($\text{⚙}$) and select Preferences.
  3. In the left menu, select Google Drive or Folders from Drive.
  4. Under "My Drive syncing options," confirm that Stream files is selected.
    1. Note: If you need to access specific files when offline, you can mark individual files or folders within the streaming drive as "Available offline" later.
  5. Click Save if you made any changes.

Step 2: Establish the Cloud-First Saving Workflow

After the application is installed, a new virtual drive is available on your computer (typically named Google Drive or a drive letter like G:). This is your portal to the cloud.

To Save a NEW File:

  1. When using any application (e.g., Microsoft Word, Adobe Reader), select File > Save As.
  2. In the save dialogue box, immediately navigate to the Google Drive virtual drive.
  3. Select the appropriate folder (e.g., My Drive, Shared drives, or your department's folder).
  4. Save the file directly to this cloud location.

To Move EXISTING Files to the Cloud:

  1. Open your computer's file explorer (File Explorer on Windows or Finder on Mac).
  2. Navigate to the local folder (e.g., your Desktop or a personal Documents folder) that contains the files you need to move.
  3. Drag the file from the local folder and drop it into a folder within the Google Drive virtual drive.
  4. The file will automatically upload and be safely stored in the cloud.

Critical Reminder:

  1. Do not save files directly to your local Desktop, Documents, or $\text{C:}$ drive.
  2. Always check the file path. If the path does not begin with Google Drive or the virtual drive letter ($\text{G:}$), the file is currently NOT backed up or saved in the cloud.