Electronic Records Management at Tulsa Community College

SHARING INFORMATION/DATA THROUGH ONEDRIVE:

Managing information sharing in OneDrive involves several steps to ensure your files are shared securely and appropriately. Here’s how you can do it:

1. Set Permissions:

   • When sharing a file or folder, choose between "Can edit" or "Can view" to control how recipients can interact with your content.

2. Use Links Wisely:

   • You can create shareable links. Opt for "Anyone with the link" for broader access or restrict it to specific people for more control.
   • You can also set expiration dates for links and disable editing if necessary.

3. Manage Shared Files:

   • Go to the "Shared" section in OneDrive to view files you've shared and those shared with you. You can change permissions or stop sharing from here.

4. Use the Admin Center (for Organizations):

   • If you're using OneDrive for Business, admins can set policies for sharing externally, which adds an extra layer of control.

5. Monitor Activity:

   • Check the activity feed for updates on who accessed or modified shared files.

6. Educate Recipients:

   • Inform recipients about how to handle the shared files, especially if they contain sensitive information.

7. Regular Reviews:

   • Periodically review your shared files and folders to ensure that only the right people have access.

SHARING INFORMATION/DATA THROUGH SHAREPOINT

Managing information sharing in SharePoint involves several key practices to ensure that content is shared effectively while maintaining security and compliance. Here are some strategies:

1. Set Permissions: Use SharePoint’s permission levels to control who can view, edit, or share content. Create groups for different roles (e.g., visitors, members, owners) to simplify management.

2. Use Libraries and Lists: Organize documents and information into libraries and lists. This helps users find information quickly and keeps content structured.

3. Create Shareable Links: Share files or folders using shareable links. You can set expiration dates and permissions (view or edit) to control access.

4. Implement Version Control: Enable versioning on document libraries to keep track of changes and maintain a history of documents.

5. Monitor Activity: Use SharePoint’s audit logs and activity reports to monitor who is accessing and sharing information, ensuring compliance with company policies.

6. Train Users: Provide training sessions for users on how to use SharePoint effectively, including best practices for sharing information securely.

7. Use Metadata: Implement metadata to categorize and tag documents. This enhances searchability and makes it easier for users to find relevant content.

8. Configure Alerts and Notifications: Set up alerts for changes to documents or lists so users stay informed about updates relevant to them.

9. Review and Revise Policies: Regularly review sharing policies to adapt to new business needs or security concerns.

10. Utilize Compliance Features: If your organization requires it, make use of compliance features like data loss prevention (DLP) and retention policies to protect sensitive information.

SHARING INFORMATION/DATA THROUGH MICROSOFT TEAMS

Managing information sharing in Microsoft Teams effectively involves several strategies:

1. Channel Organization: Create dedicated channels for specific topics or projects. This helps keep discussions focused and relevant.

2. Use Tabs: Utilize tabs to integrate important documents, tools, or links directly within channels for easy access.

3. Permissions: Set permissions at the team and channel levels to control who can view or edit content. Ensure sensitive information is only accessible to authorized members.

4. Version Control: Use SharePoint integration to keep track of document versions and collaborate effectively without overwriting each other’s work.

5. Messaging Guidelines: Establish clear guidelines for communication, including best practices for tagging, using mentions, and keeping messages concise.

6. Regular Updates: Schedule regular meetings or updates to ensure everyone is on the same page and encourage information sharing.

7. Training and Resources: Provide training sessions or resources for team members to familiarize them with Teams features and best practices.

8. Utilize Bots and Connectors: Incorporate bots and connectors to automate information sharing and streamline processes.

9. Feedback Loops: Create channels for feedback on information sharing practices to continually improve how the team collaborates.

SHARING INFORMATION/DATA THROUGH SHARED DRIVES

Managing information sharing with shared drives involves several key practices to ensure security, organization, and efficiency. Here are some tips:

1. Define Access Levels: Determine who needs access to what information and set permissions accordingly. Use roles like viewer, commenter, or editor to control what users can do.

2. Organize Folders Logically: Create a clear folder structure that reflects your team’s workflow. Use meaningful names and subfolders to make navigation intuitive.

3. Establish Naming Conventions: Consistent naming for files and folders helps everyone locate documents easily. Include dates, project names, or version numbers in file names.

4. Regularly Review Permissions: Periodically check and update access permissions to ensure that only current team members have access to sensitive information.

5. Educate Team Members: Provide training on how to use the shared drive effectively, including how to upload, organize, and find files.

6. Use Version Control: If possible, implement version control to track changes to important documents and avoid confusion over file updates.

7. Set Clear Guidelines: Establish protocols for file storage, sharing, and collaboration to avoid clutter and ensure everyone is on the same page.

8. Backup Important Data: Regularly back up important files to prevent data loss and ensure you have access to previous versions if needed.

9. Monitor Activity: Utilize activity tracking features to keep an eye on who is accessing and editing files, which can help identify any unauthorized access.

10. Promote Communication: Encourage team members to communicate about shared documents, so everyone is aware of updates or changes.