Share files securely
What to do
Always check the settings when you share a file. Always choose the most ‘restricted’ and least privileged option available for files that contain confidential and sensitive information.
If you send a file as an email attachment, double check that you’re sending it to the correct recipients.
How to do it
When using Google Drive you can choose from the following sharing settings:
- Restricted – only the people you have added can access the file
- Monash University – only people within Monash can access the file
- Anyone with the link – anyone can access this file.
These permissions can be altered at any time in the life of the document.
To make sure you're giving the correct people permissions to access files and correspondence, always:
- Choose the correct sharing settings for the purpose of the file.
- Ensure that the email addresses that you enter are correct and you've Cc'd or Bcc'd correctly.
- Be mindful that using sharing settings other than the 'Restricted' setting can put your file at risk of being shared without your knowledge.
Why it matters
Accidentally sending a message or file to someone could be embarrassing but it could become a big problem if that document includes confidential information. It could lead to a violation of someone’s privacy or even to a data breach.