Summary
Protecting university data in SharePoint and OneDrive is everyone's responsibility. By following these guidelines and taking proactive measures, we can safeguard sensitive information and maintain data security within our university community.
Content
Defining permission levels and responsibilities while sharing your resources will reduce the potential threats or needs for cleanup. Resource owners should consider including a plan for user training, monitoring site usage, auditing content, and communicating expectations to team members managing their shared resources.
USNH Sharing Defaults
The sharing defaults are currently set to invite-only ("Specific people"). Users can configure link expiration dates individually for "Anyone" shared links.
Security Risks
Sharing data without link expiration poses potential security and confidentiality risks. USNH periodically reviews default settings to align with recommended security standards.
Impact
Applies to all SharePoint and OneDrive users within the university community.
Vigilance
Given the thousands of files shared monthly, staying vigilant about data protection is crucial.
Least Privilege
Adhering to the principle of least privilege minimizes unauthorized access risks.
Sensitivity Labels
Sensitivity labels are available for SharePoint sites and are used to classify and protect sensitive content. SharePoint: Requesting a Sensitivity Label for your SharePoint Site
Regular Review
Ensuring authorized users have access and removing outdated permissions by regularly reviewing site access and sharing permissions.
Additional Microsoft Resources
Set "Anyone" shared link expiration dates to prevent unauthorized access.
Share SharePoint files or folders following Microsoft Support guidelines.
Further Readings
SharePoint: Requesting a Sensitivity Label for your SharePoint Site
Microsoft Support - Share SharePoint files or folders
Microsoft Support - See who a file is shared within OneDrive or SharePoint
Microsoft Support - Stop sharing OneDrive or SharePoint files or folders, or change permissions
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.