Documentary Archive and Google Drive
The application, its functions, and the privacy of the Google Drive integration of the ABHL and ASHAL Archive.
Document Collection and Google Drive
Application Functions
The Acervo ABHL e ASHAL application supports the organization and checking of institutional documents of both Academies. Its use 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 person responsible selects the destination folders and prepares a preview of the documents 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 files in Google Drive. Schedules require explicit activation; connecting an account does not start an export or a schedule.
Document Collection and Google Drive
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 the metadata of files in the Google account (drive.metadata.readonly). Metadata access makes it possible to identify folders, names, identifiers, types, hierarchy, permissions, and integrity information needed to check the archive and prevent duplicates. This metadata permission does not grant general read access to the content of all files. The Archive uses this access for authorized operations in the registered destinations; it does not access Gmail, contacts, or calendar through this integration.
The system records the identity of the connected account, the selected folders, the necessary metadata, the operation history, and the check results. Connection tokens are stored encrypted and used by server components and by the private executor, with administrative controls for each Academy. Institutional files uploaded to Drive remain in the selected account and folders. The infrastructure services that support the system process the data needed to perform 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 person responsible can use Disconnect in the Archive settings to stop the system's connection and remove the stored secret of that connection. Authorization can be revoked in the Google account, in Google's third-party app connections area. Disconnecting does not delete existing files in Drive, institutional records, or audit history. Requests to access, correct, or delete data follow the channels and retention criteria of the Academy's Privacy Policy.