Knowledge Base > Google For Work
GOOGLE DRIVE FILE SHARING WITH NON BUSINESS EMAIL ACCOUNTS

SUMMARY

In an effort to enhance our information security measures, there is a new process for Colgate People to share “My Drive” files in Google with non-business email accounts (e.g., Gmail, BT internet, Yahoo, AOL, Outlook, Live, 163) , i.e, to share & give access to third party users for Google Forms, Slides, Sheets.


When working with external partners for our jobs, we must ensure that we only share documentation and information via their company/business email address. 

This is important because when that individual leaves their organization, they no longer have access to their company email. Sharing work files with consumer email provides access in perpetuity, posing a large risk for data compromise and data loss.  


DETAILS

This will apply to all current and future file sharing from “My Drive.”  

Overview of Changes:

  • Exceptions can only be requested by and granted to the Colgate file owner. (Request form). The exception will be good for one year.
  • The change only applies to “My Drive” files and “Shared Drives files”. 
  • The change does not impact receiving files from external partners.
  • If files in Google Drive are owned by someone who left the company and need a sharing exception, please use this  form to request ownership. 

SHARED DRIVE

This will apply to all current and future file sharing(exceptions) from “Shared Drive". 

Overview of Changes:


Please note that to get an exception that you will need to get your Manager’s approval as well as approval from Global Information Security (GIS) to approve your use case. You only need to fill out the exception form once for each Shared Drive and then you will be able to share files in that Shared Drive with all consumer email accounts. The SLA for implementing will be 5 business days post the exception being granted.

It’s also critical to follow our global Google Drive File Sharing best practices, which offers guidance on how to share data intentionally and for only as long as needed.  

As per the Code of Conduct: “Colgate’s IT Resources should be used for Colgate business purposes only, except for limited and appropriate personal uses.” 

Further details are provided in the Global Information Security: Acceptable Use Policy 


If you have any questions or concerns please email shared_drive_admin_team@colpal.com.