With @skotperez we started a proposal for the Drive permissions and its managment.
Of course this is a big question, also involving many aspects of our governance, but we have a kind of urgency to avoid more data loss.
This debate has been started in the channle #cw_d_infrastructure with contributions of @urbanohumano @artemi_fasebase @Archivox_NMonnot @pascualpg and @bentejui_fasebase
The idea now is to make a proposal to solve this question, and make it effective by the 10th of September 2017 in these weeks we want to open the debate to other contribution, to define also the last questions open (see bottom of this post)
Due to the recent fails we had in the Drive, loss of datas and changes on the folders, we started thinking about the permission we have on the docs.
We also have some reserved files that have sensible datas (for third persons) or contracts and other things that are very important for a project or a circle.
Maybe it is not good that everybody has the same permission to edit all the docs. We have to be transparent but this doesn’t mean that everybody can modify all the documents at the same time.
We could set the permission to everybody to VIEW all the documents, and give specific permissions to the ones who are part of a project to edit.
The permission to edit have to be asked to the coordinators or refents.
We set up a dead line to make this main change of permissions. The main folder of CW will be have only VIEW PERMISSION by that date. Permission to edit will be given to who ask for it.
We create a list of people that ask for permission to edit (not necessarily only the coordinators of a project)
These people will be referent to give permission to edit to who ask for it, for each folder (project or circle)
Please fill the following spreadsheet before the deadline of the 10th of september: DIGITAL INFRASTRUCTURE Permissions lists
DEADLINE FOR THE CHANGE
The 10th of september we will make the main change of permissions.
By that date who wants to be referent for the permissions have to fill the spreadsheet above
There are many kind of permissions on google Drive, we listed mainly 5 that we are using:
- OWNER: can do everything (delete or modify)
- Personal EDITION via mail: only a list of users can edit (depending on email addresses)
- Personal VIEW via mail: only a list of users can view (depending on email addresses)
- Anonymous edition: via link (everyone with the link can edit)
- Anonymous view via link (anyone with the link can view)
Actually we have not a an idea of how the permission has been given, the main difference with via mail permissions (particular/depending on email address) and via link permission (anonymous) is that with the anonymous permission ANYONE can have access to the file, also who’s not part of the CW’s main drive folder.
There are 2 main questions to resolve:
- How to change recursively the permission of the folder, we can’t go folder by folder to change it
- There are folders or docs who need a mixed system, particular and anonymous, because there will be people contributing to them outside of CW
We are aware that this change implies the creation of a user guide of Drive, a protocol that everybody have to use
let’s keep going with this, see ya!