Sharing Settings in Google Drive

It is a good habit to periodically check the share settings on an object are correct.

There are two different methods for sharing an item in Google drive, both are accessed from the Share option (right click on a object or the Share button in a document)

Firstly every item has a Visibility setting. When you create a document this will always be set to the bisphuket.ac.th system default (currently Private). When you look at the sharing screen this is the top item in the list and the options are largely self-explanatory.

The following guidelines are recommended:

For documents or folders intended for teachers use visibility should be Private
For documents or folders intended for student access visibility should be set to People at British International School Phuket with link
Only in rare circumstances should Anyone with the link or Public on the web be selected. In many cases such documents would be better placed on the school website

Secondly people can be invited, invitees are either View Only or Can Edit. These people can always access the document regardless of the visibility settings. When a new object is created it inherits the invited people from the folder in which it is placed

To assist with controlling permissions a variety of groups have been created and these should be used whenever possible for invitations. When group membership is changed so is access to folders without any additional work, where access is granted by name then any change has to be implemented separately on every folder and document. (Note these groups are not for email use currently)

Recommendations:

Staff documents placed inside the BISP Academic staff folder: BISP Teachers “View only” and ICT team “can edit”
Do NOT grant access to any external email addresses.
Keep the list of invited people as short as possible by using groups.

Groups currently defined:

AEN staff	aen@bisphuket.ac.th
Arts Teachers	arts@bisphuket.ac.th
ICT Team	bisict@bisphuket.ac.th
BISP Teachers	bispteacher@bisphuket.ac.th
Boarding Staff	boarding@bisphuket.ac.th
Computing Teachers	computing@bisphuket.ac.th
Counsellors	counsellor@bisphuket.ac.th
DT Teachers	dt@bisphuket.ac.th
English Teachers	english@bisphuket.ac.th
ESL	esl@bisphuket.ac.th
Humanities Teachers	humanities@bisphuket.ac.th
ilc	ilc@bisphuket.ac.th
Librarians	library@bisphuket.ac.th
Little Ducks Teachers	littleducks@bisphuket.ac.th
Maths Teachers	maths@bisphuket.ac.th
MFL Teachers	mfl@bisphuket.ac.th
Nursery Teachers	nursery@bisphuket.ac.th
PE Teachers	pe@bisphuket.ac.th
Primary leadership team	prilt@bisphuket.ac.th
Pri-MLT	primlt@bisphuket.ac.th
Primary Teachers	priteacher@bisphuket.ac.th
Reception Teachers	reception@bisphuket.ac.th
Science teachers	science@bisphuket.ac.th
Secondary Teachers	secgroup@bisphuket.ac.th
Secondary Leadership Team	seclt@bisphuket.ac.th
SLT	slt@bisphuket.ac.th
students	students@bisphuket.ac.th
Thai Teachers	thai@bisphuket.ac.th
Year 1 Teachers	year1@bisphuket.ac.th
Year 2 Teachers	year2@bisphuket.ac.th
Year 3 Teachers	year3@bisphuket.ac.th
Year 4 Teachers	year4@bisphuket.ac.th
Year 5 Teachers	year5@bisphuket.ac.th
Year 6 Teachers	year6@bisphuket.ac.th

Sharing Settings in Google Drive