#  Best Practices - Secure Collaboration & Cloud Storage 

 



   ![hands holding circular gears](/sites/g/files/omnuum12036/files/styles/hwp_1_1__360x360_scale/public/2026-04/collab%20pic.jpeg?itok=mULA7KQz) 

 

## 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 

SortCategoryWhy It MattersSharing 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.



 

 

 

 

##  Related Resources 

Use these resources to take the next step, find University guidance, or explore trusted external references.

 

 [ Review Cloud Storage & Data Handling Standards arrow\_circle\_right ](/shield-data) 

 



 ### University Resources

Official university guidance, approved tools, and support resources.

- [Collaboration Tools Matrix](/shield-data#collabtools)
- [Risk Classification Guidance](/classify-risk)
- [Identity & Access Management Guidance](https://www.iam.harvard.edu/)



 

 ### Industry Resources

Trusted external cybersecurity and privacy guidance.

- [CISA Cloud Security Guidance](https://www.cisa.gov/news-events/alerts/2024/03/07/cisa-and-nsa-release-cybersecurity-information-sheets-cloud-security-best-practices)
- [Microsoft 365 File Sharing Best Practices](https://support.microsoft.com/en-us/office/sharing-files-folders-and-list-items-e923c4f0-89f5-4cf0-8948-391e31fc0b30)
- [Google Workspace Security Guidance](https://support.google.com/a/users/answer/9310248?hl=en)



 

 ### Related Topics

Explore related privacy and security best practices.

- [Working Remotely](/best-practices-working-remotely "Best Practices - Working Remotely")
- [Preserve Privacy](/preserve-privacy "Preserve Privacy")
- [Cloud Platform & SaaS Integrations](/cloud-platforms-saas-integrations-system)