OneDrive for Business allows users to store files in the cloud, sync those files to devices, and edit and share documents with internal and external users. Although OneDrive for Business is the endorsed cloud file sharing solution for the University, there are security practices that still must be followed to ensure the service is being used properly.
**As a reminder, NEOMED provided storage (shared folders, OneDrive, etc.) are meant for work-related (not personal) documents. When you leave NEOMED, your Office 365/OneDrive for Business account will be disabled and you will not have access to these files.
How to Use OneDrive Securely
Secure the workstation or device you are using to access OneDrive (personally owned devices):
- Install virus/malware detection software with the latest definitions
- Keep your operating system and software up-to-date
- Password-protect your workstation or device and use idle-time screen saver passwords where possible
- Don't sync files to a machine or device that is not issued and secured by the university
- Don't store personal files in OneDrive
Use only secure network connections:
- Use the University’s wired network or the Faculty/Staff or Student wireless network (not Guest) when on campus
- Implement the FTC's best practices for using public WiFi connections
- Implement the FTC's best practices for securing home wireless networks
Exercise caution when sharing files online:
- Files that contain restricted or confidential data must be password protected or encrypted
- Use folders to share groups of files with others online
- Share files with specific individuals out side of the University
- Be careful sending links to shared folders because they can often be forwarded to others who you did not provide access to
- Remember that once a file is shared with someone and they download it to their device, they can share it with others
Periodically review sharing privileges in OneDrive:
Remove individuals when they no longer require access to files or folders. To see who has access to the files and folders you have shared - look at the Sharing column in your list of Files.
For more information on document sharing: https://support.office.com/en-us/article/Share-documents-or-folders-in-Office-365-1fe37332-0f9a-4719-970e-d2578da4941c#BKMK_SeeWhoSharing