Why Every Lions Club Needs a Shared Drive

Every Lions Club generates important documents — meeting minutes, event budgets, scholarship applications, membership records, and marketing materials.

Too often, those files live on one person’s laptop.
Or inside someone’s personal email.
Or in a box that disappears when leadership changes.

When officers rotate each year, knowledge can vanish with them.

A shared Google Drive creates stability.

It keeps your club’s history organized.
It protects financial records.
It ensures new leaders can step in without starting over.

This isn’t about technology.
It’s about continuity.

Create a Club Google Account

Before you build your Drive, you need a proper club account.

Do not use a personal Gmail.

Your Drive should belong to the club, not to one officer.

Step 1 – Create a Dedicated Gmail

Go to:
accounts.google.com/signup

Create an email like:

greatergreenfieldlions@gmail.com
gglionsclub@gmail.com
yourclubname.lions@gmail.com

Use your official club name whenever possible.

Step 2 – Secure It Properly

This account will own your documents. Treat it seriously.

• Use a strong password
• Turn on 2-Step Verification
• Store login access with at least two officers
• Record recovery email and phone number

Leadership changes every year.
Access should not.

tep 3 – Make This the Owner

When you create folders and documents in Drive,
make sure this club account is the Owner.

Officers can be editors.
But ownership should stay with the club account.

That protects everything long-term.

The account is the foundation.

Build it correctly from the start.

Build a Simple Folder Framework

Once your club account is set up and shared properly, it’s time to create structure.

Keep it simple. You can expand later.

Start with one main folder:

Your Club Name – Master Drive

Inside that folder, create:

• 01 – Meeting Minutes
• 02 – Treasurer / Finance
• 03 – Events
• 04 – Membership
• 05 – Marketing & Social Media
• 06 – Scholarships (if applicable)

The numbers keep everything organized automatically.

No guessing. No scrolling forever.

One Rule to Protect Your Club

Never let important documents live only on one person’s personal account.

Use a shared club Drive.
Assign at least two trusted officers as administrators.
Review access every year during leadership transition.

Build it once. Protect it forever.

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