How to share uploaded file via google drive to enhance work efficiencies with different stakeholders

1. Optimizing
Collaboration
Efficient File Sharing via Google
Drive with Diverse Stakeholders

2. 2
Purpose
o1. Outlining the guidelines for secure and efficient file
sharing using Google Drive
o2. Emphasizing the security and compliance
considerations, access permissions, and version
control.
o3. Allowing smooth collaboration with all stakeholders
within and outside of HANSUNG STEEL

3. Google Drive Structure
3
1. Data Classification: Classify files into categories based on sensitivity
(e.g., Internal & Shared).
2. Creating Folders: Create dedicated folders and subfolders as per
data classification in drive to organize files by department, project, or
function.
3. Access Control: Limit access to sensitive files by using "Need to
Know" principles. Assign roles and permissions accordingly.
4. Data Encryption: Enable encryption for files and folders
5. Naming Conventions: Adopt a standard naming convention for
folders and files (e.g., “Buyer(last 4 digit of
LC)_Product_Qty_Author_date”).
6. File Version Control: Encourage stakeholders to use the "Version
History" feature to track changes and maintain a history of documents.

4. File Sharing
• Access Permissions
 Determine who should have access to each folder/file.
 Assign specific roles (Viewer, Commenter, Editor) based on
user requirements.
 Review and update permissions regularly
• External Sharing
 There are two ways to share your document: add each
authorized user’s email in the box after hitting share or
 copy a link that can be forwarded and opened by anyone
who has the link.
 Avoid sharing sensitive documents through open links.
Restrict sharing to specific users.
4

5. Document Control
5
 Maintain a regularly review the file structure, permissions, and access
control to ensure compliance and efficiency through
 a logbook.
 Assigning Documents owner
 Conduct a Periodic Review internally to ensure everything is aligned with the
SOP.