File Management

Introduction

We use Basecamp for most communication, but there are file types and styles which don’t fit well into it. Therefore, we use Google Drive as our default file storage location. (Learn more about Team Drives via this page on G Suite Admin Help.)

Team Drives are a feature in Google Drive which allows us to provide access for team members to the specific client files they need. Your manager will assign you access to the correct Team Drives when you are on boarded. If you need access to a drive you don’t have, ask your manager.

Key files in Drive can be linked to from the "Docs and Files" section of any given Basecamp project.

!!! Important !!!

You will want to use the Google File Stream application for your computer,

NOT

the old Google Sync application. If you use Google Sync, you will immediately download hundreds of gigabytes of data.

Organizing Team Drives

Team Drives should all have the same, consistent skeletal structure:

  • Account Management
    • Contracts and Agreements
    • Proposals
    • Scopes
  • Client Share (optional)
  • General Resources
  • Project(s)

"General Resources" is something of a catch-all folder.

"Projects" should contain folders appropriate according to project as shown:

image

Sharing Files with Clients

If a client asks for a file we should simply send direct links to individual files. However, there are two ways we can do this:

  • Sharing Files from Within Team Drive
  • Sharing Files Via GmailSharing files with clients via Gmail is a common practice and works well. Clicking on the Drives button allows you to see all team drives from which you can select files to add to the message.
  • image

Sharing a Folder with a Client

When a client needs a folder of stuff, we will need to simply Zip it and send them a link to the file.

Caution on Sharing Drives with Clients

If we truly need a shared drive with a client, we can either:

  • share our actual drive (being cautious about what we put in there)
  • or set up a separate drive for the sharing.

Most of our team drives would be totally kosher to share with clients. However, we sometimes put in-progress work in there and so an overzealous client might start to peek before we are ready which can be harmful to the process.