Google Drive for Faculty and Staff

Tags faculty staff

Features

  • Store an unlimited number of documents.
  • Share files with users with Google accounts around the world.
  • Edit Google documents online using Google’s productivity software.
  • Upload files of various sizes. Visit the Google Docs, Sheets, and Slides size limits page for more information. 

Eligibility

Available to all TWU faculty and staff (and students).

Getting Started

TWU faculty and staff can access Google Drive directly by navigating to drive.google.com and entering their @twu.edu email address and password.

Transferring Files from Commercial Google Accounts to Google Drive for Faculty and Staff

If a user previously stored work documents in a commercial Google account, they may need to move files or folders from this personal account to their TWU Google Drive for Faculty and Staff account. They can do this by downloading the files from the personal account and uploading them to their Google Drive for Faculty and Staff account. They may also share their personal files with their TWU account.

Learn More

 For information on how to upload, create, and share documents with Google Drive, visit Google’s Get Started with Google Drive documentation.

Support

Users can review the Google Drive support documentation.

Data Security and Privacy

Faculty and Staff should not store or transfer legally regulated or high-risk information on Google Drive. Here is a list of regulated and high-risk information:

  • Protected Health Information (e.g. medical records) (HIPAA).
  • Education Records/Student Records (FERPA).
    • FERPA records would NOT include: name; local and permanent address; TWU email address; telephone listing; month, day and place of birth; major field of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; enrollment status (e.g., undergraduate or graduate; full-time or part-time); classification, degrees; awards, and honors received (including selection criteria); expected graduation date; dissertation and thesis titles; most recent previous school attended; photograph.
  • Alumni and donor records.
  • Personal Information (e.g. Social Security numbers, driver’s license numbers, or financial account numbers).
  • Employee/Personnel Records.
  • Trade secrets or confidential industry information.
  • Government classified or foreign export restricted data.
  • Personally Identifiable Financial Information (Gramm-Leach-Bliley Act).
  • Non-public university business information, including certain financial records.
  • Aggregate or cumulative username, password, and online activity records.
  • Credit/debit card information (PCI).

Research files may be stored on Google Drive if and only if they are de-identified. The Office of Research & Sponsored Programs & the Office of Technology provide a helpful document for Data Management and Integrity in Human Research.

Who owns content on Google drive or in emails on the Google servers?

Google does not own users' data. Google does not take a position on whether the data belongs to the institution signing up for Google Apps or the individual user.

  • Google will not share users' data with others except as noted in their Privacy Policy.
  • Google keeps users' data as long as they require them to keep it.
  • Google believes that users should be able to take their data with them if they choose to use external services in conjunction with Google Apps or stop using Google services altogether. Learn more about moving G Suite data to another service provider.

Google Apps offers a strong and extensive security infrastructure to support these and other benefits:

  • Their data centers are protected by advanced physical security controls, and access to information is monitored at multiple levels.
  • They perform software patching rapidly across identical server stacks to help keep users updated with the latest patches.
  • Users can set fine-grained access controls for documents, calendars, and other types of information they store in the cloud.
  • Google has entire teams of security professionals dedicated to protecting customer data

We do our best to link to only the best external sites but we cannot be held responsible for the quality or accuracy of such websites.

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu,techchat.twu.edu, or submit a request through the Technology Service Catalog.

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