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  1. Basics
  2. Document Storage

Using Google as a City Employee

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Last updated 1 year ago

Using Google within these parameters ensures we comply with CTM's security protocols. We can fulfill PIRs, follow records-retention policies, and maintain access to employees' work when they leave the City.

Account creation

Employees should not use personal Google accounts for City work since all City-related email correspondence must reside in Office 365. So you will need to create a Google account with your @austintexas.gov email address that is not attached to a Gmail account:

  1. Visit Create your Google Account.

    Screenshot of Google account creation page with "Use my current email address instead" link circled

  2. Click "Use my current email address instead."

  3. Enter your @austintexas.gov email address.

  4. Check your email, including your junk/spam folder, and confirm your account.

Remember, never add a Gmail address to this account! It's against City policy and creates a permissions headache for your supervisor.

Permissions

All your documents should be saved within a folder owned by a shared resource account, coaatdamd@austintexas.gov. This means we can all search and access each other's files, even if someone is out of the office or leaves the team.

Sensitive information

Under no circumstances should sensitive information be stored in Google Drive. This includes CJIS and HIPAA data, along with any personally identifiable information about individuals in the community.