Implement document governance in the CommonsGovernance folder

[jeffabailey]

📁 Google Drive Governance: Starter Task List

• Audit Existing Drive Structure, here

  • Inventory current top-level folders and common file types
  • Identify disorganized areas or redundant folders

• Define & Document Folder Structure Conventions

  • Draft standard folder hierarchy (e.g., 01_Policies, 02_Projects)
  • Set naming rules and archival timelines
  • Create a Governance Handbook Google Doc

• Set Up Basic Automation with Apps Script

  • Script to ensure required folders exist
  • Script to auto-archive files older than 90 days
  • Schedule scripts with time-based triggers

• Assign Governance Roles

  • Designate 1–2 Drive admins
  • Define responsibilities (e.g., monthly audits, script monitoring)

• Communicate Launch Plan

  • Notify stakeholders of upcoming governance
  • Share link to the Governance Handbook
  • Collect initial feedback from users

Governance suggestions from ChatGPT:

To govern document structure effectively in a Google Drive folder—especially at scale or across a team or organization—you need to combine automation, documentation, and a clear communication plan. Below is a structured approach that provides guidance on:

1. Folder Structure Governance
2. Automation (with examples)
3. Documentation of the Automation
4. Governance Lifecycle Communication

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1. 🗂️ Folder Structure Governance

Objective: Establish a consistent and logical folder hierarchy with naming conventions and permissions.

Recommended Structure:

/Company Docs
  /01_Policies
  /02_Projects
    /Project_Name
      /Design
      /Implementation
      /Reports
  /03_Templates
  /04_Archive

Governance Rules:

• Naming conventions: Use prefixes (01_, 02_) to force order.
• Permissions: Set folder-level access only (not file-level).
• Archival: Inactive documents moved to /Archive quarterly.
• Versioning: Use Drive's version history or a v1, v2 suffix system.

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2. 🤖 Automation

Tools:

• Google Apps Script (native)
• Make.com or Zapier (for non-coders)
• Google Drive API (for advanced users)

Sample Automation (Apps Script):

a. Enforce Folder Structure and Naming

function enforceStructure() {
  const root = DriveApp.getFolderById('FOLDER_ID');
  const requiredFolders = ['01_Policies', '02_Projects', '03_Templates', '04_Archive'];

  requiredFolders.forEach(name => {
    if (!folderExists(root, name)) {
      root.createFolder(name);
    }
  });
}

function folderExists(root, name) {
  const folders = root.getFoldersByName(name);
  return folders.hasNext();
}

b. Archive Old Files Automatically

function archiveOldFiles() {
  const archiveFolder = DriveApp.getFolderById('ARCHIVE_FOLDER_ID');
  const root = DriveApp.getFolderById('ROOT_FOLDER_ID');
  const today = new Date();

  const files = root.getFiles();
  while (files.hasNext()) {
    const file = files.next();
    const lastUpdated = file.getLastUpdated();
    const diffDays = (today - lastUpdated) / (1000 * 60 * 60 * 24);

    if (diffDays > 90) {
      archiveFolder.addFile(file);
      root.removeFile(file);
    }
  }
}

c. Trigger Setup

• Go to Apps Script → Triggers → Add Trigger
• Run daily/weekly as needed

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3. 📝 Documentation of Automation

Create a living document titled: Google Drive Governance Handbook

Sections to include:

• Purpose of folder structure and naming conventions

• Automation Overview

  • Scripts used
  • Trigger frequencies
  • Admin responsibilities

• Change Log: Updates to scripts or policies

• Troubleshooting: Common errors, how to request help

• Access Control Matrix: Who can do what

Format it as a Google Doc, and store it in a central /00_Governance folder.

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4. 📢 Governance Lifecycle Communication

Phases:

1. Define (Month 1)

• Workshop with stakeholders
• Draft folder structure and conventions

2. Deploy (Month 2)

• Set up automations
• Share governance documentation
• Soft launch: allow for feedback

3. Maintain (Ongoing)

• Run audits (monthly/quarterly)
• Check automation logs
• Adjust access or structure as org changes

4. Communicate

• Add governance updates to a Slack/Teams channel

• Quarterly email or doc update with:

  • Automation changes
  • Structure tweaks
  • Tips for better use

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Optional Enhancements

• 🔍 Drive Auditing: Use Google Workspace Admin reports to check external sharing and permission violations.
• 🧩 Labeling: Tag docs with Google Drive labels for classification (e.g., Confidential, Draft, Final).
• 🧠 AI-Based Suggestions: Use tools like Gemini for Drive or third-party DLP/structure analyzers.

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Would you like a Google Apps Script repository scaffold, a governance template doc, or an automation dashboard added next?