Use Google Drive to share certain sensitive data
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 lacks control over the data once the email is sent to the recipient.
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. Purple data should never be stored in Google Drive or transferred via G Suite apps.
Google Drive services are secure if you use them properly. 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 should 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.
You can also share Drive files from within Gmail when composing a new message, and you should use them as an alternative to sending email attachments, whenever possible.
Additional Information
To learn more about sending and storing sensitive data, see:
- Determining sensitivity levels of shared data
- 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 at 919.515.4357 (HELP).
