It used to be when you asked someone to leave your company, or they left, you simply changed alarm codes and keys, or asked for their swipe card back and reset their access info. It’s more complicated now. This isn’t always personal, sometimes it’s just best practices to protect your clients, remove liability from the former person, and protect your intellectual property. This holds true for contractors, vendors, and strategic partners, as well as employees. This is a factor when it comes to how we set up client folders and assets.
When your staff or team creates assets for your company, do you have access to everything they do for you? Are you able to edit? Change ownership? Change who has access? This is necessary. It’s easy to not keep track of all of this access because we let everyone do their part without micromanaging. You can review this on Drive to see who the owner is and who has what levels of access. First thing to check is that you have full rights or your company admin has full rights to make changes to content and access, as well as ownership.
Here’s the thing about Google Drive and when you have your company set up as an ORGANIZATION. Just because you invite a client in to have full access to their files, they really don’t have full access. Your ORGANIZATION owns them and you cannot transfer ownership from one organization to another. I hadn’t realize this a few years ago and thought I could give a former client all of the ownership to their files – easy – few clicks and done. Nope. Louise and I parted amicably and I did everything I could to make this happen. She ended up having to save a copy in her company’s Drive so she could add team members and have ownership. That took a lot of time neither of us counted on, and she wanted to be the owner, not just anyone at her company, so she had to do it since she never shares her logins with anyone but her husband. She and I still shake our head as to how complicated that became, and a massive waste of time duplicating everything. Then, she invited me into THOSE documents in case she ever needed help down the road. We both still laugh about it.