At Yale, we share information every day. It helps us collaborate, teach, research, and get work done.
Have you ever shared a file and thought, “Done,” only to wonder later who can actually see it?
It happens more than you think.
Tools like OneDrive and SharePoint make sharing easy. That helps us work faster. But it also makes it easy to share files more widely than we intended.
Over-sharing is rarely intentional. It often happens when we are busy or distracted. Once access is granted, it can be hard to take back.
A quick check helps protect your work, your colleagues, and Yale’s information.
Here’s how to share smarter:
- Pause before you click Send. Check the names in the recipient list. Make sure you selected the right person or group. Autocomplete can lead to mistakes.
- Choose the right permissions. Not everyone needs to edit. Select view only when possible. Limit editing to people who truly need it.
- Check your link settings. Before you share a link, review the access level. Avoid “anyone with the link” unless required. Choose specific people or your organization when you can.
- Be mindful of sensitive content. Files with personal, financial, or confidential information need extra care. Review access before you share. When in doubt, limit it.
- Review and clean up access. Sharing is not one and done. Check who has access over time. Remove permissions that are no longer needed.
Make it a habit.
This month, focus on being more intentional. The next time you share a file, take five seconds to review the settings. That small step can prevent a larger issue.
Want to learn more?
Secure sharing is one of many simple steps we can take to protect our data. Watch our Bee Cyber Fit Know Your Risk video to learn more about how to share your data securely.