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Securely Share Files in OneDrive and SharePoint

With Microsoft OneDrive, you can securely share files with colleagues. However, it is important to understand the different Data Classification levels and acceptable ways to share P3 and P4 files.

Guidance for Data Classification Levels - P1 - P4 Data

Please read the UC Information Protection Standards to become familiar with the data classification levels:

Link Type P4 P3 P2 P1
Specific People
Internal User
Acceptable Acceptable Acceptable Acceptable
Specific People
External User
Acceptable – Use good judgment Acceptable – Use good judgment Acceptable Acceptable
People in UC Irvine
(Internal Link)
Never use this link type with P4 Acceptable – Not Advisable Acceptable Acceptable
Anyone with the link
(Open Link)
Never use this link type with P4 Never use this link type with P3 Acceptable – Use expiration date when possible Acceptable – Use expiration date when possible

Examples of different link types

Review sharing links for a file or folder and revoke unneeded links

It is important to remove sharing links that are no longer needed. To review the sharing links for a file or folder, click on the details pane icon in the top right:

Open details pane

In the details pane, click on Manage access

Manage Access

This will display all the sharing links. In this example, there is an Anyone link with view access, an Internal link with edit access, a Specific link with edit access, and a Specific link with view access.

In addition to “Links giving access”, there is also a set of permissions called “Direct access”.  Users are advised not to use these permissions to share files.  Use only sharing links, not Direct access permissions.

Manage access

To revoke a sharing link, click on the ellipsis next to the link and click the X to remove the link:

Remove Links

You will be prompted to confirm, and the link will be removed:

Confirmation

For Specific People links, you can remove individual users while still preserving the link for others to use:

Remove individual users

Revoke Direct Access

The following information is specific to OneDrive Group Accounts and SharePoint Sites

If a ‘member’ grants access to an internal or external user using Direct access (instead of using a sharing link), they will not be able to revoke the access. In this case, please contact the ‘owner’ and ask them to revoke access.

In the screenshot below, an external user was added by a member, and there is no control to revoke access. The following screenshots show how to navigate to SharePoint and discover the site owner so that they can be notified and remove the link.

 

Share Access

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Click the link at the top right “Go to site”.

Go to site

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Clink the link at the top right to show the members.

Show members

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The Members will be listed and the owners will be identified.

List members

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