Sagamore Google Drive
Documenting how Sagamore Hills Elementary School can use the Google Drive service of their PTA's Google Apps account. See the following short videos for why/how Google Drive.
The latest thoughts on access, ownership, and permissions, were established 2014-01-16.
Accessing
If you just want to view or download files, simply go to:
https://drive.google.com/folderview?id=0B5-Bq29kKNGGVkpldTF0U05MWVE
If you already use Google Drive personally, you can add the PTA's Google Drive to your "My Drive" for easy access.
Updating
If you wish to add or edit files or folders, you must:
Login to Google Drive (web, desktop, or app) as sagamorehillspta@sagamorehillspta.org
The theory section explains why.
Saving changes
When you want to save a new version of a document already in Drive, do not upload the document again. Instead, go to the document already in Drive that you'd like to update and choose Manage revisions…, then Upload new revision.
Note: The previous does not apply if you're editing documents online or saving changes to your computer's Google Drive. See a past discussion for more.
Permissions
By default, anyone can view files but not edit them. Logged in users can always edit, upload, and delete. Exceptions can be made, but are discouraged.
Theory
There is a single folder which contains all Sagamore Hills PTA files. That folder is owned by the sagamorehillspta@sagamorehillspta.org account. By default all files/folders are publicly accessible, but new files/folders can only be edited/created by those logged in as sagamorehillspta@sagamorehillspta.org. Exceptions can be on a per folder or file basis.
It is important that all files be owned by sagamorehillspta. Although files owned by others can easily be collected in the PTA's google drive, they would not actually under PTA control, and therefor subject to loss.
Historic
The following was outdated 2014-01-16.
The idea is that all files are owned by the admin account, which is hosted by the Sagamore Hills PTA Google account, so that storage and deleting are under organizational control. All files are also assigned the highest level access (edit access) to the Sagamore Hills PTA Google Group, to which all volunteers are a member, so that any volunteer can edit files (old versions remain available and cannot be deleted (except by the admin)).
Volunteer Google Accounts (email addresses) are added and removed to/from the Sagamore Hills PTA Google Group to allow/disallow working with Sagamore's Google Drive hosted files.
A single folder named "Sagamore Hills Elementary School" contains all files (and folders). This top-level folder is assigned the previously mentioned permissions, which become the default share setting for new contents added to it. Volunteers will go to this folder in their own Google Drive environments to work with Sagamore files.
Although volunteers can add their own files to the Sagamore managed folder, those files should eventually become owned by the admin account (see "Adding files")so that they can be owned by the PTA (stored by, deletable only by, controlled by).