Google Apps Unlimited

Over the weekend, we upgraded our Google account to Google Apps Unlimited.  The only real difference for the end users is that there are no longer any limits on cloud storage, either for Gmail or for Google Drive.

You no longer need to worry about deleting emails to make space.  Of course, you are welcome to delete whatever emails you like.  There is simply no longer any pressure on you to free up available space to make room for more.

Deleting messages has virtually zero impact on the speed or performance of Gmail, at least as far as using the online system.  If you access your messages using a third party program, the number of messages may be more of an issue.

The "unlimited" also affects Google Drive.  I have been encouraging people to make more use of Drive to store items for mobile use.  Now that there are no limits on Drive storage, you can feel free to use it without fear of hitting any space limits.

I have discussed some of the benefits of Drive in an earlier blog post.  Drive essentially performs two distinct functions.  One is to create online documents (word processing, spreadsheets, presentations, etc." using the Google Docs cloud based software.

The other is Google Drive feature is cloud based file storage.  The second feature operates much like Dropbox.  You can store files of virtually any type or format in a Drive folder, then share them with whomever you like.  People both inside the firm or outside can have access to files.  While Drive gives you the ability to make documents public, that would expose them to the entire Internet.  Typically if the files are at all confidential, you will need to share them with specific email addresses.  If the other person's email is not a Google email, they will have to register it the first time they try to access documents.  After that, they will be able to access whatever shared documents you have provided, until you remove those rights.

Google Drive is also a great way to have access to your key files while out of the office. You can save your files to Google Drive, then download them from home, in court, or anywhere you have Internet access.  No more need to use VPN.

One word of warning though - The firm still expects all key documents related to clients to be stored on your MDIR (M: drive for most people).  Any files stored elsewhere may cause problems for the firm if others need to access those same files.  Since use of Google Drive is only an option, not yet standard procedure for everyone, we need to have copies of all files stored in the Matter Directory.  If you copy a file to Google Drive and make changes to it there, you are responsible for getting a copy of the altered files back into the Matter Directory.

The IT Department is exploring some better options for organizing Google Drive and may be testing some new options soon.  For now, feel free to make greater use of Google Drive.  If you have any thoughts on how others can make better use of it, or any other good mobility suggestions, please pass them along to me to share with others.