One more thing to integrate / document in the manual above, by whoever will take on that job eventually:
Cost optimization for Google Drive Enterprise
In the old Google Drive "Edgeryders Admin" folder we had >900 people who had access to at least one file or folder with their Google Account. We don't want to pay for all of them, as that would quickly become expensive:
Drive Enterprise Pricing: $8.00 per active user per month. An “Active User” signs in to Drive Enterprise at least once during the month or has had data synchronized to/from Drive Enterprise at least once during the Fee Accrual Period*. (source)
So instead, there is a nice "loophole". Actions on files (viewing, downloading, editing) are not charged when done by users outside of the Google Drive Enterprise domain (edgeryders.eu in our case):
Some user actions don’t trigger an active user charge. These uncharged activities include […] Accessing of files by users outside of your domain (source)
It is not clear from that what "accessing" means: only viewing, or also editing? Also, what about creating files by members outside of the organization which have been added as members to a Team Drive?
I made some quick tests by adding my non-edgeryders.eu Google Account and looked at "Billing" in the Admin console. Nothing changed. Also the "Activities in last 7 days: 6 Active users" counter on the Admin console sidebar did not change (and that's probably using the same "active users" calculation as "monthly active users" in billing. So indeed it seems we're only ever charged for activities with users having an
…@edgeryders.eu Google Account. Also the "Reducing users and cancellation" instructions here at the bottom only talk about managing the
…@edgeryders.eu Google Drive Enterprise users, confirming that users outside of the organization's domain just don't matter for billing.
And I could not yet find a drawback of adding people with Google Accounts outside our domain (means, not ending in
…@edgeryders.eu) to the Team Drives. According to my tests, they can be given all the permissions as other members, and files they create can be removed by Team Drive admin users, and they will lose access to their own files when their Team Drive member status is removed. That's all the control we need to prevent people from doing damage to our files. (I did not yet test if their files can be transferred to other owners, but probably yes. And if not, we can still copy them and delete the original, while the original owner can't do damage if we exclude their access first.)
So an economic proposal for account management will be this:
Give Edgeryders Directors a Google Drive Enterprise account (means, a Google account for an address ending in
…@edgeryders.eu). This is needed because they will be or should be able to become superadmins of our Google Drive Enterprise.
Add everyone else to Edgeryders Team Drives using their personal Google Accounts. This also means that people don't have to switch their Google Account to access their Edgeryders Team Drive files.
As @hugi noted elsewhere, sharing settings for individual files and folders are more limited in Team Drives compared to the normal "My Drive": "Only documents can be shared outside of the organization, not folders." For our case, this means simple to structure our Team Drives so that we're ok with all members getting access to all files in them. Access type can be varied though: view, also comment, also edit, also create and delete, also manage members.
(I think this is relevant for @alberto when setting up the Team Drives for our H2020 projects.)