Google Drive Rules of the Road
Building a scalable Development Drive
Current Challenges
- Inconsistent folder organization
- Duplicate and outdated files
- Difficult to find historical materials
- Overlap between teams and projects
- No standard archive process
Goals
- Easier navigation
- Clear ownership
- Consistent storage rules
- Better long-term retention practices
2026 Google Drive Audit Results
Number of files in each tier-1 folder by last modified date
Biggest area of growth!!
Best Practices for Drive
Shared Drive first
Nothing in the root
Files must be created in or moved to the Shared Drive. Documents should never "live" in a personal "My Drive" with just a shared link sent to the team.
Every file should fit in one of the root folders.
Archive inactive work annually
Use Standard Naming Conventions
See implementation slide for more details!
See Standard Naming Conventions for more details!
Active vs Archive
One home per file
The main "Active" folders should only contain files from the Current Fiscal Year + 2 previous years.
Shortcuts can be used to add access points
Active v. Archive v. Delete
1. What to Keep Forever (The Permanent Record)
- These should be moved to a "Legacy" or "Permanent" sub-folder within your Archive:
- Final Submitted Grants & Reports: For historical tracking of what was promised to funders.
- Audit-Related Documents: Gift backups, signed pledge forms, and final year-end reconciliations.
- Major Event Wrap-Ups: Final budgets and guest lists for major galas.
- Board Minutes: Official committee and board meeting records.
2. What to Archive (The 2-Year Threshold)
- Move these to the 99_ARCHIVE after 2 fiscal years:
- Donor Meeting Notes: Older strategies that have been superseded by new contact reports.
- Drafts: Working versions of proposals that were eventually submitted.
- Event Planning Files: Logistics, menus, and vendor outreach for past events.
3. What to Purge (The 1-Year/Immediate Delete)
- Delete these annually to save space and reduce search clutter:
- System Files: .DS_Store or Thumbs.db files (always delete these immediately).
- Duplicate Files: If a file exists in two places, delete the copy and use a Shortcut instead.
- Temporary Lists: Pulls from EveryAction or mailing lists that are now outdated.
Implementation
Monthly Friday 15
- The Rule: One Friday each month, spend 15 minutes "sweeping" the drive.
- Action Items: Move files from personal Drive to shared. Delete any .DS_Store files (system junk), move loose files into their proper folders, and empty the "Trash" in your personal drive to keep things lean.
Annual Sweep
- The Rule: Every October, the DevOps team will spend one afternoon performing a "Drive Sweep."
- Step 1: Create a new folder in 99_ARCHIVE for the year that just ended.
- Step 2: Identify folders from 3 years ago and move them into the Archive.
- Step 3: Empty the "Trash" folder.
Standard Naming Conventions
Why?
- Year-first date in order to maximize sortability
- “May 1st..” will sort by letter M
- Clean version control
- avoids "Final", "Real Final", "Submitted Final"
- Camel Case to keep it clean
- ie. FirstLetterCapitalized
Biggest area of growth!!
YYYY-MM-DD_ProjectName_Description_v01 2026-03-15_Peninsula26_GuestList_v02
Standard Naming Conventions
Why?
- Year-first date in order to maximize sortability
- “May 1st..” will sort by letter M
- Clean version control
- avoids "Final", "Real Final", "Submitted Final"
- Camel Case to keep it clean
- ie. FirstLetterCapitalized
Why?
- Year-first date in order to maximize sortability
- “May 1st..” will sort by letter M
- Clean version control
- avoids "Final", "Real Final", "Submitted Final"
- Camel Case to keep it clean
- ie. FirstLetterCapitalized
Root Structure
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Root Structure
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Don’t forget to publish!
Google Drive Standards
Becca Gay
Created on June 15, 2026
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Transcript
Google Drive Rules of the Road
Building a scalable Development Drive
Current Challenges
Goals
2026 Google Drive Audit Results
Number of files in each tier-1 folder by last modified date
Biggest area of growth!!
Best Practices for Drive
Shared Drive first
Nothing in the root
Files must be created in or moved to the Shared Drive. Documents should never "live" in a personal "My Drive" with just a shared link sent to the team.
Every file should fit in one of the root folders.
Archive inactive work annually
Use Standard Naming Conventions
See implementation slide for more details!
See Standard Naming Conventions for more details!
Active vs Archive
One home per file
The main "Active" folders should only contain files from the Current Fiscal Year + 2 previous years.
Shortcuts can be used to add access points
Active v. Archive v. Delete
1. What to Keep Forever (The Permanent Record)
2. What to Archive (The 2-Year Threshold)
3. What to Purge (The 1-Year/Immediate Delete)
Implementation
Monthly Friday 15
Annual Sweep
Standard Naming Conventions
Why?
Biggest area of growth!!
YYYY-MM-DD_ProjectName_Description_v01 2026-03-15_Peninsula26_GuestList_v02
Standard Naming Conventions
Why?
Why?
Root Structure
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Root Structure
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Relevant data
+190
+190
+190
+190
+ info
+ info
+ info
+ info
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
You can make an outline to summarize the content and use words that will be imprinted in the memories of your audience
Don’t forget to publish!