File sharing (e.g. from OneDrive)
Microsoft 365 cloud service makes file sharing easier
Microsoft file storage and sharing products (OneDrive, Outlook, SharePoint, and Microsoft Teams) are designed to help you store, access, co-edit, and update files wherever you are, and easily share files inside and outside your organisation.
Remember the data protection guidelines!
SeAMK and Sedu’s data protection guidelines prohibit the storage of documents containing personal identification numbers in cloud services (incl. Microsoft 365) and their sharing via cloud services.
Documents that contain, for example, only the names, addresses, and e-mail addresses of individuals do not pose a high security risk, so storing them in cloud services is not completely prohibited, but not recommended. If the personal identification number is also mentioned in the document, it already poses a very high risk to the rights of individuals and may enable e.g. identity theft. Saving such documents to cloud services is prohibited in SeAMK. Persons handling personal identification numbers are responsible for storing the data they process in a secure way.
If you have stored documents that contain personal identification numbers in cloud services, such as OneDrive, Teams, or SharePoint, remove them immediately.
If you do not need files with personal identification numbers in your work, delete them completely and do not keep them longer than your work requires. Otherwise, save the documents containing personal identification numbers either on your own network drive or on another shared internal network drive, to which only you or a certain restricted group can access.
If you have questions about sharing certain types of files to different target groups within or outside SeAMK or Sedu, please contact Jelppari.
Quick instructions for file sharing from OneDrive
OneDrive is recommended for storing and sharing your own, personal files (documents, pictures, videos) instead of a network drive.
OneDrive’s sharing settings control who sees the file you’re sharing. The options are:
- Anyone (= any person (inside or outside your own organisation) with the link, will see the file. Note: also others than the person to whom the file link was sent, for example by email, can see the file.) If you use this sharing method, it is recommended that you add a Link Expiration Date and Password. This sharing method is recommended only if the recipient does not have a Microsoft account.
- People in Epedu O365 with the link can view the file (= all SeAMK and Sedu IDs can view the file). This is the default setting in SeAMK.
- People with existing access (= only you can see the file).
- Specific people (= a person to whose email address you send the file link) will see the file.
For certain sharing options, you can also specify whether you allow recipients edit the file.