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 .
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 and data, along with any personally identifiable information about individuals in the community.

DTS Google Drive

We love Google Drive, Docs, Sheets, and Slides for collaborative document editing and management. Since CTM does not have an enterprise Google subscription, we follow these procedures carefully.

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

To prevent the proliferation of different versions of multi-editor documents, all collaborative documents are stored in a single location:

• ​​ - ​​

Windows-only File Types

GIS files, Visio documents, and other files that can only be used on a Windows operating system are stored on the .

Everything Else

Other documents can be stored in Google Drive or our G drive, whichever is most practical for the team and customer.

How to Connect to Network Drives on a Mac

You will need to be either hard-connected to the City network or . From Finder on Mac: Go > Connect to Server then type the address in the Server Address field

• H drive: smb://coacd.org/home/PWDhome/[your username]

• G drive: smb://coacd.org/dfs/ATD