Documentary Archive and Google Drive
Application functions and privacy of the Google Drive integration for the ABHL and ASHAL Archive.
Application functions
Application functions
The Acervo ABHL e ASHAL application helps organize and check institutional documents for both Academies. It requires administrative access to the system and authorization from the person responsible for the connected Google account. The Google connection is independent of the account used to sign in to the system.
The administrator selects destination folders and reviews a document preview before running an operation. The application can check existing documents and, when authorized, organize and upload institutional files to the selected destinations. Check only mode does not upload, modify, or delete Google Drive files. Schedules require explicit activation; connecting an account does not start an export or a schedule.
Privacy of the Google Drive integration
Privacy of the Google Drive integration
The application requests access to files that the user opens with or grants to the application (drive.file) and read access to metadata for files in the Google account (drive.metadata.readonly). Metadata access helps identify folders, names, identifiers, file types, hierarchy, permissions, and integrity information needed to check the archive and prevent duplicates. This metadata permission does not provide general access to the content of all files. The Archive uses this access for authorized operations involving configured destinations; this integration does not access Gmail, contacts, or calendars.
The system records the connected account's identity, selected folders, necessary metadata, operation history, and check results. Connection tokens are encrypted at rest and used by server components and the private executor, with administrative controls for each Academy. Institutional files uploaded to Drive remain in the selected account and folders. Infrastructure providers supporting the system process the data needed to perform operations and maintain these controls.
Data obtained through this integration is not sold, used for advertising, or used to train artificial intelligence models. Its use and transfer follow the Google API Services User Data Policy, including the Limited Use requirements. The integration does not make documents public or automatically expand their sharing with other people.
The administrator can select Disconnect in the Archive settings to stop the system connection and remove its stored connection secret. Google authorization can also be revoked through the Google account's third-party app connections. Disconnecting does not delete existing Drive files, institutional records, or audit history. Requests to access, correct, or delete data follow the channels and retention criteria stated in the Academy's Privacy Policy.