Sharing In Google Docs: Set An Expiration

@LisaBerghoff

I think I will always be in awe of digital tools that allow us to collaborate in real time. Back in 2016 I worked on a project with two other edtech professionals. One was in California and the other was in Georgia. We had never met in person but we put together an amazing slide deck for a presentation that we gave together weeks later. I know it seems basic, but sharing Google docs is something I will never take for granted. 

We may not realize it but we are often working with information that can qualify as Personally Identifiable Information, that's the information that can be traced to our students. Things like grades, ID numbers, IEP, or 504 information. It is important to take a moment and think about how we are protecting that information. Yes, our district technology department has set up many safeguards, but one wrong setting can completely undo those.

There are often times when someone needs to be able to edit a document but perhaps they don't need that level of access forever. If you are collaborating on a document and then it is finalized, this may be the right time to change the sharing settings. I know in theory this makes sense but how will this work in practice? Do you need to set reminders to change levels of sharing access on your documents? This seems like way to much to manage. 

That is why I am excited that now you can set an expiration date and time on sharing permissions in Google docs. If you aren't looking closely you could easily miss this one.

How To Set An Expiration On Google Doc Sharing: 

1. Click the blue share button in the upper right corner

2. Type in the name of the person you want to have access

3. Click the box that says "editor" and click on "add expiration"

4. Click the pencil icon to adjust the date and time that you want editing rights to be revoked

That's it! Here is what it looks like:

Here is a handy graphic that was shared by the information technology department in our district newsletter. this is a wonderful guide to help you decide the type of access to grant. 

Want some help? Feel free to reach out to me. I'm happy to talk it through with you.