Google Team Drive vs. Google Drive Shared Folder

As an Ed Tech Coach, I've had several of my colleagues ask me about using a Google Team Drive vs. using a Google Drive Shared folder. I thought I would share some insights on the matter, and some good rules of thumb:

Here is the short version:

If your group has:
-A relatively stable membership
-A relatively finite time needed to access the files
-A predictable leadership structure in your group
You should consider using a Shared Google Drive Folder.

If your group has:
-a changing group membership
-an ongoing year after year need to access the same files
-a fluctuating or multiple person leadership team
You should consider using a Team Drive.

For the longer version, or if you don't neatly fit into the above categories, ask your self the following three questions:

1. Consistency of the group - "Is it static or consistently changing?"
Team Drives are most useful when you are dealing with a group that is fluid. Because the owner of a document does not always matter in a Team Drive, if a member's account becomes inactive because they leave the entity, their documents will remain in the Team Drive. This can vary based on school, but in general, entire school staffs can be a fluid body, and might benefit from a Team Drive verses a shared folder. On the other hand, a grade level or subject team, or even a department is probably (but not always) a more stable entity, and may not reap as many benefits from a Team Drive, and might want to consider a Shared Folder.


2. Longevity of the need for files - "Do you need them for a year or semester, or will you need to access them over several school years?"
Team Drives are also designed for files that may need to be accessed across multiple time periods - multiple semesters, school years, etc. This is connected to the staffing issue. If one staff member leaves the district or the group, their files remain. Additionally, this folder won't drop to the bottom of your list of folders since your Team Drive list is likely to be shorter than your list of Drive folders.

Google Team Drive Access Levels

3. Access Levels - "Does more than one person need full owner rights to this collection?"
There are multiple access levels in shared folders, but only one "owner" who has ultimate rights over there. Team Drives also have multiple levels of access, and can have multiple people with this top level of editing and access - they call it "full access." Once again, this solves the issue of staff members leaving your group or organization who may be owners of a folder.


Both products help you collaborate and share, and there is no wrong answer to which one to use, but like with most tech tools, there are more appropriate uses for one over the other. Other ideas? I'd love to hear from you.