Best Practices - Secure Collaboration & Cloud Storage
What is Secure Collaboration?
Cloud storage and collaboration tools enable easy document sharing and co-authoring. But incorrect settings or tool choices can expose information to people who should not see it. This page highlights how to collaborate safely using approved tools.
Common Risks
| Category | Why It Matters |
|---|---|
Sharing files via email | Loss of data control and multiple copies. |
"Anyone with the Link" Sharing | Broad links can expose data beyond the intended audience. |
Untracked Copies | Multiple downloads make data difficult to protect or delete. |
Unapproved Tools | Personal or unvetted tools bypass institutional safeguards. |
Persistent Access | People may retain access even after leaving the project or the University. |
Best Practices
Use Approved Platforms
- Store and share University information only in institutionally approved tools.
- Avoid personal cloud services for University work.
Set the Right Sharing Level
- Prefer sharing with specific people or groups rather than link-based access.
- Assign roles (view, comment, edit) based on what collaborators need.
Review Permissions Regularly
- Periodically audit who has access to important folders and files.
- Remove access when people change roles or leave.
Limit Local Copies
- Work within collaboration tools whenever possible.
- Securely store and delete temporary exports when done.
Avoid Mixing Personal and Work Data
- Use your University account for University work.
- Keep personal and institutional files separate.
Protect Sensitive Information
- Be cautious when sharing documents containing personal or student information.
- Use restricted-access folders for sensitive files.