Despite what we learned as children, sharing is not always caring — especially when it comes to our data.
Google Workspace gives our campus community a space to learn, work and collaborate. But being mindful of how you share within Google Drive goes a long way toward protecting the university’s information.
Set aside some time to review your file and folder permissions, and remember these tips as you continue to create Docs, Sheets and more.
Tips and Tricks
- Limit access permissions: When sharing a file or folder with an individual or group, Editor is typically the default access setting. Consider choosing Viewer or Commenter instead. And avoid general sharing, like anyone at NC State or anyone with the link, unless necessary.
- Set an expiration date: Automatic expiration dates are a hands-off way to give access for a limited time. See these instructions for setting an expiration date.
- Be wary of unexpected requests: If you receive a notification that someone you don’t know has requested access, do your research before approving. If you think the request may be phishing, report it to the Office of Information Technology.
- Understand data classifications: NC State classifies data into four categories based on sensitivity. Ultra-sensitive, or purple data, is not allowed in Google Workspace. Learn more about data classifications and storage locations.
As always, keep these three steps in mind to stay safe online:
- Be suspicious.
- Take your time.
- Ask for help.
For questions, contact the NC State Help Desk via the NC State IT Service Portal or call 919.515.HELP (4357).
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