Summary

Google Drive will implement changes in 2022 to convert duplicate files into linked copies, which may affect file access and backup strategies, prompting users to adjust settings accordingly.

Abstract

Google Drive is set to introduce a feature that will replace duplicate files with linked copies, aiming to optimize storage space. While this change may be beneficial for reducing redundancy, it raises concerns about maintaining file access permissions and the integrity of backup strategies. The author, Teri Radichel, points out potential issues such as reviewers losing access to files and the lack of control over which file is designated as the original. The article also provides guidance on how to override this automatic conversion for certain account types and emphasizes the importance of proper backup practices, including using separate locations and credentials.

Opinions

The author views the automatic conversion of duplicate files to links as potentially problematic, as it may disrupt intended file access and backup processes.
There is skepticism about the clarity of Google's documentation and the notification process regarding the upcoming changes.
The author suggests that Google's approach to file deduplication might not align with all users' needs, particularly when it comes to collaborative workflows and permission settings.
Radichel emphasizes that the best practice for backups is to store them in a completely separate location with different credentials to prevent compromise.
The article implies that users should proactively adjust their Google Workspace settings to maintain control over their files before the changes take effect.

Upcoming changes to Google Drive in 2022 will change some of your files to links

Why you might care and how to prevent it in standard accounts

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I got an email the other day saying that Google is going to replace all the duplicate files in my drive with links. There will only be one copy of the file and all the duplicates of the same file will link to it.

That sounds like a good thing at first. It saves on storage. However, I have some scenarios where I don’t want that to happen. Sometimes I’m creating a backup of a file for a reason. I might create a copy of an original and put it in another folder for another person to review. That person can comment on the file. Until that person opens the file and makes a comment it would be the same file, I presume, bit for bit using a hash or however Google is going to make this change.

From my understanding of the documentation, in some cases, you might end up with a scenario where the person I want to review the file has a link only to a file in a location after the transformation, and the file exists in a folder where they don’t have any permissions. If I’m reading correctly, in that scenario, the reviewer will lose access to the file. They won’t be able to do any work on it. That’s a problem. I also don’t see any way you can control which file is the original and which is the link.

In another scenario I might have backups of files in two different locations, one in a local drive and one in a shared drive where other accounts have access. That way if I lose access to a particular Google account the shared drive will be accessible from a different account.

Side note: That’s not the best way to do backups. Create backups in a completely separate location with different credentials and inability to delete or change files using the user credentials whose files you are trying to back up. That way if a particular set of credentials get compromised, all your backups won’t be deleted or encrypted.

Anyway, I stumbled across this setting by accident in Google Workspace. I don’t think I saw it in the email Google sent to me, but I’m really busy so perhaps I just missed it. It appears that you can override and turn off this automatic conversion of duplicate files to links here (but only for certain types of accounts):

If you have concerns about this file conversion process you might want to go in and make that change before the process begins. The documentation is vague and says you’ll get a notification. I think they were going to start the process on my accounts sometime in June but it probably varies.

Follow for updates.

About Teri Radichel:
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⭐️ Author: Cybersecurity Books
⭐️ Presentations: Presentations by Teri Radichel
⭐️ Recognition: SANS Award, AWS Security Hero, IANS Faculty
⭐️ Certifications: SANS ~ GSE 240
⭐️ Education: BA Business, Master of Software Engineering, Master of Infosec
⭐️ Company: Penetration Tests, Assessments, Phone Consulting ~ 2nd Sight Lab

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