Quick Update: Google Just Fixed a Major Security Gap
Google has finally rolled out one of the most requested security features for Google Workspace users across Australia, expiring access controls for Shared Drives. Starting November 4, 2025, you can now set automatic expiration dates directly from the sharing dialog, just like you could with personal My Drive files.
This might sound like a small update, but it’s actually huge for Australian businesses managing temporary collaborators, contractors, and project-based teams.
What’s Actually New Here?
Until now, if you wanted to give someone temporary access to files in your company’s Shared Drive, you had two options: remember to manually revoke access later (and probably forget), or use complex API workarounds that most small businesses wouldn’t bother with.
The new feature lets you set expiration dates right when you’re sharing files or folders. When that date hits, access gets automatically revoked, no more manual cleanup, no more forgotten permissions sitting around for months.
Here’s what you can now do:
File Expiration: Set any file in a Shared Drive to automatically expire access after a specific date. Perfect for sharing quarterly reports with external consultants or giving contractors access to project resources.
Folder Expiration: Apply expiration dates to folder access, specifically targeting Viewer permissions. Great for giving temporary read-only access to entire project folders.
Editor Access Control: The big one, you can now set expiring Editor permissions. Previously, this was only available for Viewer and Commenter roles, but now you can give someone full editing rights that automatically downgrade or expire.
Why This Matters for Australian Businesses
If you’re running a business in Australia, you’re probably dealing with:
- Seasonal contractors who need access during busy periods
- External consultants working on specific projects
- Temporary staff or interns
- Suppliers who need access to particular documents during negotiations
- Freelancers hired for short-term projects
Before this update, managing these temporary access needs was a nightmare. You’d share the file, finish the project, and then… well, hopefully remember to remove access later. More often than not, that external marketing consultant still has access to your financial folders six months after their contract ended.
Now, when you bring on a freelance graphic designer for a three-month rebrand project, you can give them Editor access to your brand assets folder with an automatic expiration date. Come month four, they’re automatically downgraded to whatever base access they have (usually none), without you having to remember or manually intervene.
Real-World Australian Business Scenarios
Scenario 1: The Seasonal Surge
You run a surf gear retailer on the Gold Coast. Summer’s coming, and you need to bring on three temporary staff to help with inventory and social media. Instead of giving permanent access to your product databases and marketing folders, you set three-month expiring Editor access. Come March, when the seasonal rush ends, their access automatically reverts without you having to hunt down every shared folder.
Scenario 2: The External Audit
Your Melbourne-based accounting firm needs to share client files with an external compliance consultant for a two-week audit. Previously, you’d share the files and hope your office manager remembers to revoke access after the audit. Now, you set a 14-day expiration when sharing, and the consultant’s access automatically ends when the audit period closes.
Scenario 3: The Project Partnership
Your Sydney tech startup is collaborating with a design agency for a six-month app development project. You need to share wireframes, user research, and development specs, but only for the duration of the partnership. Set the folder access to expire at project completion, and you’re done: no cleanup required.
How the Security Benefits Add Up
The security implications go beyond just “fewer forgotten permissions.” Here’s what this means for your business:
Reduced Attack Surface: Every forgotten permission is a potential entry point. Automatic expiration means fewer dormant access points that could be exploited if a contractor’s account gets compromised.
Compliance Simplification: If you’re dealing with privacy regulations or industry compliance requirements, automatic access expiration helps demonstrate that you’re actively managing data access controls.
Audit Trail Improvement: When access expires automatically, it creates a cleaner audit trail showing exactly when and why access was revoked, rather than relying on manual intervention records.
Less Human Error: The biggest security risk in most small businesses isn’t sophisticated hackers: it’s forgetting to remove access when someone leaves or a project ends. Automatic expiration eliminates this entirely.
What’s Rolling Out and When
Google’s rolling this out gradually across most Google Workspace tiers:
- Started: November 4, 2025 for Rapid Release domains
- Full rollout: Up to 15 days for complete visibility
- Scheduled Release: Starting November 13, 2025
Who gets it: Business Starter, Standard, and Plus plans, Enterprise tiers, Education Standard and Plus, Nonprofits, Frontline, and Google One AI Premium subscribers.
Who doesn’t: Personal Google accounts and legacy G Suite Basic plans.
One important note for mobile-heavy Australian businesses: this feature isn’t available on iOS devices yet, so you’ll need to set expiration dates from desktop or Android devices.
How to Start Using It Right Now
If your Workspace domain is on Rapid Release, you might already have access. Here’s how to check:
- Open a Shared Drive file or folder
- Click the Share button
- Look for expiration date options in the sharing dialog
When you’re setting up access for temporary collaborators:
For short-term projects (1-3 months): Set calendar reminders a week before expiration to check if the project is extending.
For contractor onboarding: Build expiration dates into your contractor agreements: make the Google Drive access period match the contract period exactly.
For seasonal access: Set expiration dates to match your business cycles rather than arbitrary time periods.
The Bigger Picture for Australian SMBs
This update represents Google’s ongoing focus on making enterprise-level security features accessible to smaller businesses. For Australian SMBs competing with larger companies, having robust, automated security controls levels the playing field without requiring dedicated IT staff.
Combined with tools like Google Workspace administration solutions, features like automatic access expiration help smaller Australian businesses maintain security standards that previously required enterprise-level resources.
What This Means Moving Forward
Expect Google to continue bridging the gap between personal and enterprise features. This Shared Drive update brings parity with My Drive functionality, and it’s likely we’ll see more granular permission controls and automation options rolling out through 2025.
For Australian businesses, the takeaway is clear: start building expiration dates into your sharing workflows now. Make it standard practice to set expiration dates when bringing on contractors, partners, or temporary staff. Your future self (and your security posture) will thank you.
The feature’s rolling out now, so check your Google Workspace admin console or test it directly in your Shared Drives. If you need help implementing this or other cloud collaboration security measures, we’re here to help Australian businesses make the most of these new capabilities.
