Key points

• Google Drive Sharing Permissions control access and are vital for secure collaboration.
• Permissions include Manager, Content Manager, Contributor, Viewer, and Commenter, each with specific rights. Mismanagement of permissions can lead to security risks and data breaches.
• Metomic addresses these risks by automating security policies into workflows, enabling efficient data classification, access management, and external sharing control.
• See how you can clean up and secure your Google Drive account in 15 minutes by watching our latest webinar.

Today’s workplace hinges on its teams being able to collaborate efficiently. We take a look at one of those engines of collaboration, Google Drive, and specifically, Sharing Permissions.

Google Drive Sharing Permissions act like the control centre for keeping everything organised while making sure sensitive info stays safe. They let you decide who can view, edit, or manage files in Google Drive, striking the perfect balance between teamwork and security.

Getting these permissions right means you can share files with the right people and keep them protected from those who shouldn’t see them.

By understanding how to use these permissions properly, you can boost your team’s productivity without compromising on security.

This guide will walk you through how Google Drive Sharing Permissions work, why they’re so important, and how to manage them to keep your data safe and your collaboration smooth.

What are Google Drive Sharing Permissions?

Google Drive Sharing Permissions are the settings that control who can access, view, or modify files and folders in Google Drive. They allow you to set different levels of access for various users, from full administrative control to just viewing rights.

This system is essential for managing who can see and interact with your files, making sure that the right people have the right level of access.

In organisational settings, these permissions are crucial. They help prevent unauthorised access to sensitive information while enabling teams to collaborate effectively.

With over 60% of corporate data stored in the cloud, managing these permissions properly is more important than ever. It ensures that only authorised individuals can access confidential data, reducing the risk of data breaches and maintaining control over your organisation's information.

Understanding and setting these permissions correctly helps keep your data safe and your team working smoothly.

Understanding the different permission levels

When managing your Google Drive, it's important to know the different permission levels to keep things running smoothly and securely. Here’s a quick overview of the five main levels:

1. Manager: Managers have full control. They can create, delete, and edit files, manage members, and adjust permissions. Basically, they have the highest level of access and oversight.
2. Content Manager: Content Managers can add and modify files and organise them within the drive, but they can’t delete files or change member settings. They’re key for maintaining the content but without the full control that Managers have.
3. Contributor: Contributors are the ones who add and edit content. They can’t move or delete files, but they play a crucial role in content creation and updates.
4. Viewer: Viewers can look at files and read the content, but they can’t make any changes. This role is ideal for those who just need to stay informed.
5. Commenter: Commenters can view files and leave feedback through comments, but they can’t edit the actual content. They’re useful for providing input without altering the documents.

With just 1% of cloud permissions actively being used, it’s clear that having a good grasp of these levels is essential. Properly setting and reviewing these permissions ensures that everyone has the appropriate access, keeping your files secure and your team efficient.

How are they used in an organisation?

In any organisation, Google Drive sharing permissions are like the traffic lights of data access—they help keep things running smoothly while making sure that only the right people can get to the right information.

Take the HR team, for instance. They might use Manager or Content Manager permissions to handle sensitive employee files. This way, they can control who sees and edits these documents, making sure that only those with the right clearance can access them.

Over in Marketing, the team might grant Contributor permissions to members working on a big campaign. This lets everyone collaborate and share ideas without worrying about unauthorised changes.

The IT department might use Viewer permissions to share important technical guidelines across the company. Everyone can read these documents, but only IT has the power to update them, keeping everything under control.

By using these permissions wisely, organisations can strike the right balance between collaboration and security, making sure everyone has the access they need while protecting sensitive information.

What are the security risks involved?

When it comes to Google Drive sharing permissions, security is a big deal. If not handled correctly, these permissions can open the door to a range of security risks, including data breaches, unauthorised access, and even data loss.

One major risk is over-permissive access. When users have more access than they need, it creates unnecessary vulnerabilities.

According to Zluri’s ‘The State Of Access Reviews, 2024,’ report, 44% of security breaches can be attributed to over-permissive access. This means that nearly half of all breaches happen because someone had more access than they should have.

Another risk comes from mismanagement of sharing permissions. If these permissions aren’t regularly reviewed and updated, former employees, contractors, or even external collaborators could still have access to sensitive files long after they’ve left the organisation. This opens the door to unauthorised access and potential data theft.

Finally, there’s the risk of data loss. When too many people have the ability to edit or delete files, important information can be accidentally—or intentionally—altered or removed. This could disrupt operations or lead to the permanent loss of critical data.

By staying on top of sharing permissions and regularly reviewing access levels, organisations can significantly reduce these risks and keep their data secure.

📝Report: The Risks of Storing Sensitive Data in Google Drive

After scanning approximately 6.5 million Google Drive files, Metomic found 40.2% contained sensitive data that could put an organisation at risk of a data breach or cybersecurity attack.

Other key highlights include:

• 34.2% of all the files scanned were shared with external contacts (email addresses outside of the company’s domain).
• More than 350,000 files (0.5%) had been shared publicly, giving access to anyone who had the document link
• 18,000 files were flagged as “Critical Level” data files, meaning the information contained “Highly Sensitive” data or the file permissions were not applied securely.

Have a read of our findings in full, showing the risky nature of storing sensitive data in Google Drive.

How can they be used securely? Which settings can be used to prevent data loss?

Here’s how you can use Google Drive sharing permissions securely to prevent data loss:

1. Regularly review and update permissions

Ensure that only the right people have access to the files they need, and revoke access for former employees or external collaborators.

2. Restrict external sharing

Limit who can share files outside your organisation to prevent sensitive information from being exposed to unauthorised individuals.

3. Set up alerts for unusual activity

Monitor sharing activity and receive alerts for any unusual behaviour to quickly address potential risks.

4. Control file access

Use settings that prevent users from downloading, printing, or copying files to safeguard your data from being easily distributed.

5. Implement security configuration management

Companies that do this experience 50% fewer security incidents, underscoring the importance of proper security settings.

5 Best practices for using Google Drive Sharing Permissions

To get the most out of Google Drive sharing permissions while keeping your data secure, here are some best practices to follow:

1. Create clear naming conventions

Establish a consistent system for naming files and folders. This makes it easier for everyone in your organisation to understand what’s what and ensures that sensitive files aren’t accidentally shared.

2. Regularly review permissions

Make it a habit to review who has access to your shared drives and files. This helps prevent unauthorised access and ensures that only the right people can see and edit your documents.

3. Educate employees

Provide training sessions for your team on how to manage sharing permissions properly. The more your employees understand these tools, the better they can protect your organisation’s data.

4. Use least privilege principles

Only grant the minimum level of access necessary for users to perform their tasks. This reduces the risk of accidental or malicious data exposure.

5. Monitor activity and set alerts

Keep an eye on file-sharing activities and set up alerts for any unusual behaviour. This proactive approach helps you catch potential issues before they become bigger problems.

By following these best practices, you can ensure that your Google Drive is secure, organised, and used effectively across your organisation.

🔒Metomic in Action: Clean Up and Secure Your Google Drive in 15 Minutes

By implementing workflows with Metomic, organisations can swiftly transform their Google Drive security posture from reactive to proactive. What once seemed like an overwhelming security challenge becomes a manageable and automated process, ensuring that sensitive data stays where it belongs—protected and accessible only to those who need it.

With just a few clicks, Metomic helps you secure your Google Drive, enforce policies, and maintain compliance, so your team can focus on what truly matters: innovation and collaboration.

In our webinar, we will walk through how you can:

• Identify and classify sensitive data across your entire Google Drive
• Fix access risks and remove unnecessary exposure in a few clicks
• Apply retention policies to keep data under control without disrupting workflows

Instead of hoping for the best, take practical steps to reduce the risk of data breaches and keep your SaaS environment secure from day one.