Four implications of using Google Drive for storing digital assets

13th February 2020

Google Drive is quickly becoming the go-to service for organisations that need to store and share digital assets.

Low initial costs, an easy-to-use platform and the reassurance of GDPR compliance make it an attractive option but what factors should you take into consideration before committing to Google Drive?

Can I store digital assets securely using Google Drive?

As a cloud-based service, Google Drive is a low cost solution for digital asset storage. Existing users will find the integration between Google's services easy and intuitive - and Docs, Sheets, and Slides are great free alternatives to the Microsoft Office suite.

The first 15GB of storage is free and you can buy extra space on a pay-per-user basis.

However, Google Docs isn't without issues, and accessibility and security should be taken into consideration. Even on a paid plan, it's difficult for organisations to control access permissions. Using the platform for all digital assets is risky, particularly for businesses working with sensitive data or images.

#1 Permission implications

Google allows any device to access your drive as long as the user has the right login details. This means your data can be duplicated across multiple devices. If you have staff working remotely this may seem like a good idea, but this lack of control can put data security at risk.

Five million Google accounts were reportedly hacked in 2018 and, although security is continuously upgraded, the figure is not reassuring for businesses.

#2 Sharing of assets

Administrators can't see where files have been shared - or who's shared them. Once a file is shared, access can't be revoked and if someone accidentally shares editing permissions with third parties, you'll lose even more control over what happens to your files. This could lead to issues with customer privacy, copyright usage or brand integrity.

#3 Version control of assets

Any changes made to your digital assets must be recorded. If unauthorised users make changes to files, either deliberately or by mistake, you may find it difficult to restore the file to its original version.

#4 Reduced accountability

Google doesn't send notifications when new users gain access to digital assets or make changes. Edits can be viewed after they've been made, but you'll need to check these manually if they were made in 'Editing', rather than 'Suggesting', mode. If the admin shares a document with someone and allows them to edit it, the admin loses version control.

While Google makes sharing and collaborating easy, it limits your ability to enforce best practice. Tracking data usage or password changes isn't possible, and it can be difficult to identify an issue or understand how your organisation's digital assets are being used.

How ResourceSpace differs from other cloud-based DAMs

At ResourceSpace, we've created a tailored approach to digital asset management. Safely managing and sharing your files shouldn't disrupt your employees' workflow. Your Digital Asset Management (DAM) system should make day-to-day digital asset management easy, and the technology must reassure stakeholders that digital assets are shared appropriately.

Investing in a robust DAM is invaluable for a scaling business.

You'll see significant benefits with ResourceSpace:

• The ability to monitor the visibility and use of company assets.
• Approval of user uploads, flexible access permissions, and secure URLs for third-party sharing.
• Single sign-on, helping to streamline employee workflows.
• Multiple users, each with their own exclusive environment and access levels appropriate to their job role.

Corporate espionage, Russian hackers, and vindictive ex-employees might sound unlikely, but the statistics shouldn't be ignored: 4.1 billion records were exposed as a result of data breaches last year.

If you'd like to find out what ResourceSpace can do to improve the safety of your digital assets, get in touch!