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Using Teams, SharePoint, and OneDrive to share files is something we do often; we rely on these applications to share files and folders with colleagues, classmates, and other educational institutions.
Although it's convenient to use these applications to share content with a variety of recipients, it is important to pay attention to who you're sharing with and the type of data being shared – incorrectly configured file sharing settings can lead to privacy breaches.
Here are some tips to ensure that the content you're sharing is protected from accidental disclosure:
Evaluate the files/folders you intend to share:
Laurier's Information Security Policy explains the different classifications of data handled at Laurier and how data should be treated to avoid privacy breaches.
Make sure you are selecting the appropriate permission level when you share files. The sharing options available include sharing with:
*Sharing externally presents the greatest amount of privacy and security risk and should be used with caution.
Give recipients read-only access by default unless there is a need for the recipient to edit the file. This will help prevent unauthorized or accidental edits from occurring without your knowledge.
Only share the documents that you need to share. Unless the recipient needs access to every single file in a folder, don't share the entire folder.
Regularly review the list of files that you've shared with others, and unshare any files that recipients no longer need access to.
To see which files you have shared on OneDrive:
Although Teams, SharePoint, and OneDrive overlap in some of their functionality, each one has an intended use.
Make sure you select the right tool for your needs.
Using these tips will help you keep your shared information private and secure!