Use Drive permissions to safely share certain sensitive data via Gmail
NC State students, faculty and staff are reminded to refrain from sending or storing sensitive information in their email.
Email is generally not a secure method to transmit sensitive information. Assurance that the data is encrypted in transmission is not always available, and NC State does not have control of the data once the email is sent to the recipient.
Sharing Google Drive Files via Gmail
With permissions set correctly, you can safely share Google Drive files from Gmail. Sharing a file is preferable to sending email attachments as it provides more flexibility and control over the shared content. For instance, Google Drive sharing options allow you to control who has access to your files, what they can do with those files, and how long their access will last. If you no longer wish to share a file or have shared the file with the wrong person, it is simple to remove access.
Most sensitive information can be stored in Google Drive with the exception of ultra-sensitive (purple) data such as Social Security numbers and payment card information. You will violate NC State policy if you store purple data in Google Drive or transfer purple data through Google Workspace apps.
Additional Information
To learn more about sending and storing sensitive data, see:
- Data Management Framework
- REG 08.00.03 – Data Management Regulation
- Share files from Google Drive
- Send Google Drive attachments in Gmail
- See devices that have used your account
If you have any questions about sending and storing sensitive data, contact the NC State Help Desk via the IT Service Portal or call 919.515.4357 (HELP).
