IT Division
https://it.sdsu.edu
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GOOGLE SHARED DRIVE, GOOGLE FORMS, AND GOOGLE SHEETS
SECURE CONFIGURATION RECOMMENDATION
This document goes over the general security recommendations for creating and securing Google Shared Drive, Google
Forms, and Google Sheets.
What is Google Shared Drive?
Google Drive and Google Shared drive are a cloud-based file storage and synchronization service. It allows you to store
files in the cloud and share files with others easily.
Google Drive and Google Shared drive is also an office suite, which includes Google Docs (word processing), Google
Sheets (spreadsheets), Slides (slideshow presentations), and more. You can collaborate with others to edit Google Docs,
Sheets, and Slides concurrently.
You can use Google Shared drives in Google Drive to store, search, and access files with a team. Shared drive files
belong to the team instead of an individual. Even if members leave, the files stay in place so your team can keep sharing
information and work anywhere, from any device.
Can I store Protected Level 1(PL1) data in Google Drive?
Yes, Protected Level 1 data can be stored in Google Drive. However, secure Google Drive settings to store PL1 data must
be implemented.
For HIPAA data, other requirements need to be in place. Please contact security@sdsu.edu to discuss your needs (to
understand Protected Level 1 data please visit the CSU classification Data standard).
What is the process for storing PL 1 on Google Drive?
1. Start with planning what data needs to be stored, who should have access, and how it will be stored in Google.
2. Create a Google Shared Drive for each type of data and group according to step 1.
3. Apply the correct settings for Google drives
4. Use this document to record the settings and the names of who has access (treat this document as PL1 data)