Make the decision

Organise documents into three practical groups: public introduction, qualified discussion and restricted operational material. A service brochure might belong in the first group; a detailed proposal in the second; identity or account records in the third. Assign each file based on its contents, not its filename. A document called “company overview” can still contain private customer information or internal projections. Review attachments and embedded links as part of the same exercise.

Put it into practice

For each group, choose a distribution method and an owner. Public material should work without a confusing permission request. Restricted material needs an approved access process, not merely a link hidden near the bottom of a page. Test using a recipient account where appropriate, then check what happens when access is removed. Keep a review date so documents can move between groups when a project ends or previously private information is approved for publication.

Imagine this

Hypothetical example

A company prepares a public capabilities brochure and a separate investor discussion pack. The public version excludes customer contact details and unapproved projections. The team tests both sharing routes, so a prospective customer sees a useful introduction while a qualified investor receives the appropriate controlled materials.

Make it practical.

Use this checklist as you read. Checks are not stored.

References & further reading

Further reading: Google Drive: Share files ↗

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