{"id":70373,"date":"2013-09-06T10:15:53","date_gmt":"2013-09-06T14:15:53","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=70373"},"modified":"2023-07-26T14:55:09","modified_gmt":"2023-07-26T18:55:09","slug":"google-drive-security-guide-for-ferpa","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/about\/policies\/google-drive-security-guide-for-ferpa\/","title":{"rendered":"Google Drive Security Guide for FERPA"},"content":{"rendered":"<p><strong>Responsible Office:<\/strong> Information Security<\/p>\n<h3>BU Google Drive is approved to store <i>Confidential<\/i> information, including FERPA information<\/h3>\n<ul>\n<li>The<strong><em><\/em><\/strong><a href=\"https:\/\/www.bu.edu\/tech\/support\/google\/enable\/\"><strong><em>BU version of Google Drive<\/em><\/strong><\/a> has been approved to store\u00a0<em>Confidential<\/em>\u00a0information owned or used by Boston University, therefore it may be used to store information covered by FERPA.<\/li>\n<li><strong>Note: only the\u00a0<\/strong><a href=\"https:\/\/www.bu.edu\/tech\/support\/google\/enable\/\"><strong><em>BU version of Google Drive<\/em><\/strong><\/a> <strong>is approved,\u00a0<em>not <\/em>the consumer (personal) version of Google Drive.\u00a0<\/strong>This document will tell you how to properly set up BU Google Drive in order to securely use it to store\u00a0<em>Confidential<\/em>\u00a0information, including student records and information protected by FERPA.<\/li>\n<li>BU Google Drive is\u00a0<strong><em>not <\/em><\/strong>approved to store\u00a0<em>Restricted Use<\/em> For definitions of\u00a0<em>Confidential<\/em>\u00a0and\u00a0<em>Restricted Use<\/em>\u00a0information.<\/li>\n<\/ul>\n<h3>What is BU Google Drive?<\/h3>\n<p>BU Google Apps are a set of services provided by IS&amp;T that give people at Boston University access to Google\u2019s features and tools, but with additional special protections and provisions not available with the consumer version of Google services.<\/p>\n<p>BU Google Drive is a cloud-based file storage service provided by Google under this special contract.<\/p>\n<p>Using BU Google Drive has several benefits:<\/p>\n<ol>\n<li>It lets you store and access your files anywhere \u2013 on the web, on your hard drive, or on the go.\u00a0 Change a file on the web, computer, or mobile device and the updated version is available on every device where you\u2019ve installed Google Drive.<\/li>\n<li>If your device has Internet access, it will stay in sync with Google Drive.\u00a0 Your files are automatically kept up-to-date.<\/li>\n<li>This service makes the\u00a0<em>secure<\/em>\u00a0sharing and collaboration much easier:<\/li>\n<\/ol>\n<ul>\n<li>Google Drive lets you choose exactly who has access to your files with easy-to-use access controls. \u00a0You can share just the one specific document or file with someone, or set up a folder in Google Drive so that specific people have access to an entire folder.\u00a0 How granular you get is up to you.<\/li>\n<li>Assuming your permissions are set up correctly, your files are safer; you don\u2019t need to email attachments anymore.<\/li>\n<\/ul>\n<p><strong>If you choose to use BU Google Drive, you are responsible for setting up security correctly.\u00a0 See below for details.<\/strong><\/p>\n<h2>Instructions<\/h2>\n<p>All BU faculty and staff are expected to be familiar with the Data Protection Standards.\u00a0 These documents explain how to handle\u00a0<em>Confidential<\/em>\u00a0and\u00a0<em>Restricted Use<\/em>\u00a0information properly.\u00a0 If you have questions, ask your supervisor, Departmental Security Administrator or BU Information Security.<\/p>\n<h2>Installation<\/h2>\n<ul>\n<li>Instructions for setting up Google Drive are readily available from Google.<\/li>\n<\/ul>\n<table width=\"749\">\n<tbody>\n<tr>\n<td><strong>Important<\/strong><\/p>\n<p>Failure to comply with the\u00a0<a href=\"https:\/\/www.bu.edu\/tech\/policies\/info-security\/\">Data Protection Standards<\/a>\u00a0may result in harm to individuals, organizations or Boston University.\u00a0 The unauthorized or unacceptable use of University Data, including the failure to comply with these standards, constitutes a violation of University policy and may subject the User to revocation of the privilege to use University Data or Information Technology or disciplinary action, up to and including termination of employment.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Instructions for setting up BU Google Drive on a Windows computer<\/p>\n<ol>\n<li>Using a trusted web browser, go to\u00a0<a href=\"http:\/\/www.bu.edu\/google\">www.bu.edu\/google<\/a><\/li>\n<li>You will see a Welcome page.<\/li>\n<li>Click\u00a0<strong>Drive<\/strong><\/li>\n<li>You will be asked which account you want to set up to use Google Drive<br \/>\nBe sure to select your BU Google email account, then click\u00a0<strong>Continue.<\/strong><br \/>\n<b><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/googleDrive_UserSignIn.png\" alt=\"googleDrive_UserSignIn\" title=\"googleDrive_UserSignIn\" height=\"247\" width=\"542\" \/><\/b><\/li>\n<li>You will be presented with the online version of Google Drive<\/li>\n<li>If you want to install a BU Google Drive folder on your computer or device, click where shown by the red arrow (with the circle) below.\u00a0 (If you do this on a Mac, the link below will say \u201cDownload Drive for Mac\u201d instead.When you do this, an install file will be downloaded [blue arrow (with the diamond)]<\/li>\n<li>Click on the downloaded file to install<\/li>\n<li>Sign in to the page that opens when the install is complete:<\/li>\n<li>Once installed, you can find Google Drive for your PC in your Windows system tray. Here\u2019s how it looks on the Windows system tray:<\/li>\n<\/ol>\n<p>For more information on BU Google Apps, see Techweb at: <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/\">https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/<\/a>.<\/p>\n<h2>Instructions for setting up Google Drive on a Macintosh computer<\/h2>\n<ol>\n<li>Using a trusted web browser, go to\u00a0<a href=\"http:\/\/www.bu.edu\/google\">www.bu.edu\/google<\/a>.<\/li>\n<li>You will see a Welcome page:<\/li>\n<li>Click\u00a0<strong>Drive<\/strong><\/li>\n<li>You will be asked which account you want to set up to use Google Drive<br \/>\nBe sure to select your BU Google email account, then click\u00a0<strong>Continue\u00a0<\/strong><\/li>\n<li>You will be presented with the online version of Google Drive to be downloaded on a Mac computer<\/li>\n<li>To install a BU Google Drive folder on your Mac computer drag your BU Google drive file to your applications folder.<\/li>\n<li>When you do this, an install file will be downloaded [blue arrow (with the diamond)].<\/li>\n<li>You will then see the following message.<br \/>\nClick Open to acknowledge downloading the trusted BU Google Drive application<\/li>\n<li>Sign in to the page that opens when the install is complete:<\/li>\n<li>Once installed, you can find Google Drive for your Mac\/PC in your Windows system tray or Mac menu bar.\n<ol><\/ol>\n<\/li>\n<\/ol>\n<p>For more information on BU Google Apps, see Techweb at: \u00a0<a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/\">https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/<\/a>.<\/p>\n<h3>Security:\u00a0 Set up your BU Google drive file and folder access permissions correctly<\/h3>\n<p>When you have successfully installed BU Google Drive for your Mac\/PC, the contents of\u00a0<strong>My Drive<\/strong>\u00a0will sync with the contents of a folder called\u00a0<strong>Google Drive<\/strong>\u00a0on your personal computer. \u00a0You can move files that have been shared with you to My Drive as well as export files to selected users you want to share your secure documents with.<\/p>\n<p>Google provides detailed instructions on Google Drive security:\u00a0<a href=\"https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494822&amp;topic=2816927&amp;rd=1\">https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494822&amp;topic=2816927&amp;rd=1<\/a><\/p>\n<p>The default behavior of BU Google Drive is that any file you upload will only be accessible to you.\u00a0 If you want another person to be able to access the file or folder you will have to explicitly grant them access.<\/p>\n<p>Google Drive provides two ways that you can provide access to others,<\/p>\n<ol>\n<li><strong>Linked Access: Anyone can access the file \u00a0if you give them a secret link.<\/strong><br \/>\nFine for files that do not contain any sensitive data, but should be avoided for anything sensitive. No log in is required; anyone who has the link can get to this file.<\/li>\n<li><strong>Named Access: <\/strong>Specified Individuals can access the file<\/li>\n<\/ol>\n<p>Only named people (people that you have specified in Google drive) can access the file.\u00a0 This will require them to log in before Google allows them access to the file.<\/p>\n<p><strong>If you are going to put BU Confidential data on your BU Google drive, you need to use named access only.<\/strong><\/p>\n<p><a href=\"https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494886&amp;topic=2816927&amp;ctx=topic\">https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494886&amp;topic=2816927&amp;ctx=topic<\/a><\/p>\n<h3>Sharing a file with an email address or mailing list<\/h3>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li>Go to\u00a0<a href=\"http:\/\/drive.google.com\/\">drive.google.com<\/a>.<\/li>\n<li>Create a folder that will contain the confidential files you wish to share.\u00a0 For this example I created a folder called \u201cConfidential Files\u201d.<\/li>\n<li>Check the box next to the file or folder you\u2019d like to share (red arrow), then click the share icon (blue arrow\u2026You can also get to the permissions settings by clicking the down arrow beside the folder\u2026<br \/>\n\u2026and then selecting\u00a0<strong>Share\u2026<\/strong>\u00a0(blue arrow with diamond)<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>Instructions for setting up Google Drive on a iOS device<\/p>\n<p>Once you have set up your BU Google Drive (above), you may access it through your iOS device:<\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li>Go to the App Store on your iPhone or iPad to\u00a0<a href=\"http:\/\/www.google.com\/mobile\/ios\/\"> access it through IOS.<\/a><\/li>\n<li>Search the App Store for \u201cGoogle Drive<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p>Exceptions<\/p>\n<p>BU Information Security is authorized to grant exceptions to the requirements set forth in this document.\u00a0 Any exception granted will require a thorough review of the situation and will be based on the implementation of appropriate compensating controls.\u00a0 All exceptions must be documented and approved per the Risk Acceptance Policy (Contact BU Information Security).<\/p>\n<p>References<\/p>\n<p><strong>Documentation provided by google about GoogleDrive:<\/strong><\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><a href=\"https:\/\/www.google.com\/intl\/en_US\/drive\/start\/index.html\">https:\/\/www.google.com\/intl\/en_US\/drive\/start\/index.html<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p><strong>The Boston University Data Protection Standards:<\/strong><\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><a href=\"https:\/\/www.bu.edu\/policies\/data-classification-policy\/\">Data Classification Policy<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/1-2-b-data-access-management-policy\/\">Data Access Management Policy<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/identity-and-access-management\/\">Identity and Access Management Policy<\/a>\n<ul>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/data-protection-requirements\/\">Data Protection requirements<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/minimum-security-standards\/\">Minimum Security Standards<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/education-compliance-and-remediation\/\">Education, Compliance and Remediation<\/a><\/li>\n<\/ul>\n<p>The Boston University FERPA policy:<\/p>\n<ul>\n<li><a href=\"http:\/\/www.bu.edu\/reg\/general-information\/ferpa\/\">http:\/\/www.bu.edu\/reg\/general-information\/ferpa\/<\/a><\/li>\n<\/ul>\n<p>Should link directly to the DPStandards:\u00a0 https:\/\/www.bu.edu\/policies\/data-protection-standards\/<\/p>\n<p>Broken image<\/p>\n<p>Each item in this list of instructions ends in a broken image with a link to our general support page.<\/p>\n<p>Recommend we just get rid of the image and link.E<\/p>\n<p>Each item in this list of instructions ends in a broken image with a link to our general support page.<\/p>\n<p>Recommend we just get rid of the image and link.<\/p>\n<p>Each item in this list of instructions ends in a broken image with a link to our general support page.<\/p>\n<p>Recommend we just get rid of the image and link.<\/p>\n<p>Broken link.\u00a0 Maybe should be: https:\/\/support.google.com\/drive\/answer\/2424384?hl=en&amp;co=GENIE.Platform%3DiOS<\/p>\n<p>Broken\u00a0 images at the endif each step.\u00a0 Remove and remove link<\/p>\n<p>Is there a risk acceptance policy?<\/p>\n<p>Should be Data Protection Standards:\u00a0 https:\/\/www.bu.edu\/policies\/data-protection-standards\/<\/p>\n<p>Should perhaps of to:\u00a0 https:\/\/www.bu.edu\/tech\/about\/policies\/1-2-d-2-destruction-of-individual-files-on-reusable-media\/<\/p>\n<h3><\/h3>\n<h3>BU Google Drive is approved to store <i>Confidential<\/i> information, including FERPA information<\/h3>\n<ul>\n<li>The<b><i> <a href=\"https:\/\/www.bu.edu\/tech\/support\/google\/enable\/\">BU version of Google Drive<\/a><\/i><\/b> has been approved to store <i>Confidential<\/i> information owned or used by Boston University, therefore it may be used to store information covered by FERPA.<\/li>\n<li><b>Note: only the <i><a href=\"https:\/\/www.bu.edu\/tech\/support\/google\/enable\/\">BU version of Google Drive<\/a><\/i> is approved, <i>not<\/i> the consumer version of Google Drive. <\/b> This document will tell you how to properly set up BU Google Drive in order to securely use it to store <i>Confidential<\/i> information, including and student records and information protected by FERPA.<\/li>\n<li>BU Google Drive is <b><i>not<\/i><\/b> approved to store <i>Restricted Use<\/i> information.\u00a0 For definitions of <i>Confidential<\/i> and <i>Restricted Use<\/i> information:<br \/>\n<a href=\"https:\/\/www.bu.edu\/tech\/about\/policies\/info-security\/\">Data Protection Standards<\/a><\/li>\n<\/ul>\n<h2>What is BU Google Drive?<\/h2>\n<p>BU Google Apps are a set of services provided by IS&amp;T that give people at Boston University access to Google\u2019s features and tools, but with additional special protections and provisions not available with the consumer version of Google services.<\/p>\n<p>BU Google Drive is a cloud-based file storage service provided by Google under this special contract.<\/p>\n<p>Using BU Google Drive has several benefits:<\/p>\n<ol>\n<li>It lets you store and access your files anywhere \u2013 on the web, on your hard drive, or on the go.\u00a0 Change a file on the web, computer, or mobile device and the updated version is available on every device where you\u2019ve installed Google Drive.<\/li>\n<li>Any time your device has Internet access, it checks in with Google Drive.\u00a0 Your files are automatically synchronized and kept up-to-date.<\/li>\n<li>This service makes the <i>secure<\/i> sharing and collaboration much easier:<\/li>\n<\/ol>\n<ul>\n<li>Google Drive lets you choose exactly who has access to your files with easy-to-use access controls. \u00a0You can share just the one specific document or file with someone, or set up a folder in Google Drive so that specific people have access to an entire folder.\u00a0 How granular you get is up to you.\u00a0 That said, we recommend making security easy to maintain by keeping the permissions you set up simple, set up a folder for each different group\/community with whom you want to share documents.<\/li>\n<\/ul>\n<ul>\n<li>Assuming your permissions are set up correctly, your files are safer; you don\u2019t need to email attachments anymore.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>If you choose to use BU Google Drive, you are personally responsible for setting up security correctly. \u00a0\u00a0See below for details. <\/b><\/p>\n<div>\n<h2>Security Level Approvals for BU Google Drive<\/h2>\n<\/div>\n<h3>Internal<\/h3>\n<ul>\n<li>If you are going to store files in the cloud, even if they only contain <b><i>Internal<\/i><\/b> data, we recommend that you use the BU version of Google Apps (as opposed to the consumer version).\u00a0 The BU version includes privacy and security features not available in the consumer version.<\/li>\n<\/ul>\n<h3>Confidential<\/h3>\n<ul>\n<li>Only the <b><i>BU version<\/i><\/b> of Google Apps may be used to store <b><i>Confidential<\/i><\/b> data.<\/li>\n<li>The consumer version of Google Apps is not approved to store any data classified higher then <b><i>Internal<\/i><\/b>.<\/li>\n<\/ul>\n<h3>Restricted Use<\/h3>\n<ul>\n<li>Neither BU Google Apps nor the consumer version of Google Apps is approved to store or process <b><i>Restricted Use<\/i><\/b> data.<\/li>\n<\/ul>\n<div>\n<h2>Instructions<\/h2>\n<\/div>\n<p>All BU faculty and staff are expected to be familiar with the Data Protection Standards, including the <a href=\"https:\/\/www.bu.edu\/tech\/policies\/info-security\/1-2-B-Data-Management-Guide\">Data Management Guide<\/a>, <a href=\"https:\/\/www.bu.edu\/tech\/policies\/info-security\/1-2-D-Data-Protection-Requirements\">Data Protection Requirements<\/a> and <a href=\"http:\/\/www.bu.edu\/policies\/minimum-security-standards\/\">Minimum Security Standards<\/a>.\u00a0 These documents explain how to handle <i>Confidential<\/i> and <i>Restricted Use<\/i> information properly.\u00a0 If you have questions, ask your supervisor, Departmental Security Administrator or BU Information Security.<\/p>\n<h2>Installation and setup, including the proper set up of security<\/h2>\n<p>Instructions for setting up Google Drive are readily available from Google.\u00a0 However, if you are going to use BU Google Drive to store <b><i>Confidential<\/i><\/b> data, it is important that properly secure files and folders you upload.\u00a0 These links will show you how to set up BU Google Drive and properly set up security so that people can only view the files that you authorize them to view.<\/p>\n<p>Click the link to jump to the instructions for your particular operating system.<\/p>\n<ul>\n<li><a href=\"#GD Windows\">Windows<\/a><\/li>\n<li><a href=\"#GD Mac\">Macintosh<\/a><\/li>\n<\/ul>\n<p><strong>Once you have BU Google Drive set up, don\u2019t forget to:<\/strong><\/p>\n<ul>\n<li><strong><a href=\"#GD Security\">Set up your BU Google Drive file and folder permissions correctly<\/a><\/strong><\/li>\n<li>You can also access your drive through <a href=\"#GD iOS\">iOS<\/a><\/li>\n<\/ul>\n<table border=\"0\">\n<tbody>\n<tr>\n<td>\n<div>\n<h2>Important<\/h2>\n<p>Failure to comply with the <a href=\"https:\/\/www.bu.edu\/tech\/policies\/info-security\/\">Data Protection Standards<\/a> may result in harm to individuals, organizations or Boston University.\u00a0 The unauthorized or unacceptable use of University Data, including the failure to comply with these standards, constitutes a violation of University policy and may subject the User to revocation of the privilege to use University Data or Information Technology or disciplinary action, up to and including termination of employment.<\/p>\n<\/div>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div>\n<h2><a name=\"GD Windows\"><\/a>Instructions for setting up BU Google Drive on a Windows computer<\/h2>\n<\/div>\n<ol>\n<li>Using a trusted web browser, go to <a href=\"http:\/\/www.bu.edu\/google\">www.bu.edu\/google<\/a><\/li>\n<li>You will see a Welcome page.<\/li>\n<li>Click <b>Drive<\/b><\/li>\n<li>You will be asked which account you want to set up to use Google Drive<br \/>\nBe sure to select your BU Google email account, then click <b><b>Continue\u00a0<\/b><\/b><b> <\/b><b> <\/b><b> <\/b><\/li>\n<li>You will be presented with the online version of Google Drive<a href=\"\/infosec\/files\/2013\/09\/googleDriveTopMain1.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/googleDriveTopMain1-636x285.png\" alt=\"googleDriveTopMain\" title=\"googleDriveTopMain\" height=\"285\" width=\"636\" data-wp-editing=\"1\" \/><\/a><\/li>\n<li>If you want to install a BU Google Drive folder on your computer or device, click where shown by the red arrow (with the circle) below.\u00a0 (If you do this on a Mac, the link below will say \u201cDownload Drive for Mac\u201d instead.)<br \/>\nWhen you do this, an install file will be downloaded [blue arrow (with the diamond)].<a href=\"\/infosec\/files\/2013\/09\/googDriveMainArrows.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/googDriveMainArrows-636x314.png\" alt=\"googDriveMainArrows\" title=\"googDriveMainArrows\" height=\"314\" width=\"636\" \/><\/a><\/li>\n<li>Click on the downloaded file to install<a href=\"\/infosec\/files\/2013\/09\/GDriveInstaller.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GDriveInstaller.png\" alt=\"GDriveInstaller\" title=\"GDriveInstaller\" height=\"237\" width=\"581\" \/><\/a><\/li>\n<li>Sign in to the page that opens when the install is complete:<a href=\"\/infosec\/files\/2013\/09\/GD_ThanksForInstalling.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_ThanksForInstalling-636x477.png\" alt=\"GD_ThanksForInstalling\" title=\"GD_ThanksForInstalling\" height=\"477\" width=\"636\" \/><\/a><\/li>\n<li>Once installed, you can find Google Drive for your PC in your Windows system tray. Here\u2019s how it looks on the Windows system tray:<a href=\"\/infosec\/files\/2013\/09\/WindowsDock.png\"><br style=\"clear: both;\" \/><br style=\"clear: both;\" \/><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/WindowsDock.png\" alt=\"WindowsDock\" title=\"WindowsDock\" height=\"45\" width=\"285\" \/><\/a><\/li>\n<\/ol>\n<p>For more information on BU Google Apps, see techweb at: <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/\">https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/<\/a><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<div>\n<h2><a name=\"GD Mac\"><\/a>Instructions for setting up Google Drive on a Macintosh computer<\/h2>\n<\/div>\n<ol>\n<li>Using a trusted web browser, go to <a href=\"http:\/\/www.bu.edu\/google\">www.bu.edu\/google<\/a><\/li>\n<li>You will see a Welcome page:<a href=\"\/infosec\/files\/2013\/09\/BuGooglePage1.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/BuGooglePage1-636x321.png\" alt=\"BuGooglePage\" title=\"BuGooglePage\" height=\"321\" width=\"636\" \/><\/a><\/li>\n<li>Click <b>Drive<\/b><\/li>\n<li>You will be asked which account you want to set up to use Google Drive<br \/>\nBe sure to select your BU Google email account, then click <b><b>Continue\u00a0<\/b><\/b><a href=\"\/infosec\/files\/2013\/09\/googleDrive_UserSignIn.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/googleDrive_UserSignIn.png\" alt=\"googleDrive_UserSignIn\" title=\"googleDrive_UserSignIn\" height=\"247\" width=\"542\" \/><\/a><\/li>\n<li>You will be presented with the online version of Google Drive to be downloaded on a Mac computer<a href=\"\/infosec\/files\/2013\/09\/GD_MacDownload.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_MacDownload-636x147.png\" alt=\"GD_MacDownload\" title=\"GD_MacDownload\" height=\"147\" width=\"636\" \/><\/a><\/li>\n<li>To install a BU Google Drive folder on your Mac computer drag your BU Google drive file to your applications folder.<a href=\"\/infosec\/files\/2013\/09\/GD_MacInstall.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_MacInstall-636x266.png\" alt=\"GD_MacInstall\" title=\"GD_MacInstall\" height=\"266\" width=\"636\" \/><\/a><\/li>\n<li>When you do this, an install file will be downloaded [blue arrow (with the diamond)].<a href=\"\/infosec\/files\/2013\/09\/MacGoogleDriveInstaller.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/MacGoogleDriveInstaller-636x342.png\" alt=\"MacGoogleDriveInstaller\" title=\"MacGoogleDriveInstaller\" height=\"342\" width=\"636\" \/><\/a><\/li>\n<li>You will then see the following message.<br \/>\nClick Open to acknowledge downloading the trusted BU Google Drive application.<a href=\"\/infosec\/files\/2013\/09\/GD_OpenDownloadMac1.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_OpenDownloadMac1.png\" alt=\"GD_OpenDownloadMac\" title=\"GD_OpenDownloadMac\" height=\"192\" width=\"481\" \/><\/a><\/li>\n<li>Sign in to the page that opens when the install is complete:<a href=\"\/infosec\/files\/2013\/09\/GD_ThanksForInstalling.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_ThanksForInstalling-636x477.png\" alt=\"GD_ThanksForInstalling\" title=\"GD_ThanksForInstalling\" height=\"477\" width=\"636\" \/><\/a><\/li>\n<li>Once installed, you can find Google Drive for your Mac\/PC in your Windows system tray or Mac menu bar.<a href=\"\/infosec\/files\/2013\/09\/GD_MacDock.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_MacDock-636x271.png\" alt=\"GD_MacDock\" title=\"GD_MacDock\" height=\"271\" width=\"636\" \/><\/a><\/li>\n<\/ol>\n<p>For more information on BU Google Apps, see techweb at: \u00a0<a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/\">https:\/\/www.bu.edu\/tech\/services\/cccs\/email\/google\/<\/a><\/p>\n<p>&nbsp;<\/p>\n<p><b>\u00a0<\/b><\/p>\n<div>\n<h2><a name=\"GD Security\"><\/a>Security:\u00a0 Set up your BU Google drive file and folder access permissions correctly<\/h2>\n<\/div>\n<p>When you have successfully installed BU Google Drive for your Mac\/PC, the contents of <b>My Drive<\/b> will sync with the contents of a folder called <b>Google Drive<\/b> on your personal computer. \u00a0You can move files that have been shared with you to My Drive as well as export files to selected users you want to share your secure documents with.<\/p>\n<p>Google provides detailed instructions on Google Drive security: <a href=\"https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494822&amp;topic=2816927&amp;rd=1\">https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494822&amp;topic=2816927&amp;rd=1<\/a><\/p>\n<p>You should have already set up your BU Google Drive so that any file you upload will only be accessible to you (default behavior).\u00a0 If you want another person to be able to access the file or folder you will have to explicitly grant them access.<\/p>\n<p>Google Drive provides two ways that you can provide access to others,<\/p>\n<ol>\n<li>Anyone can access it if you give them a secret link.<br \/>\nIn the security field, this is called \u201csecurity by obscurity\u201d and is fine for files that do not contain any sensitive data, but is not acceptable for anything sensitive. No log in required; anyone who has the link can get to this file\u2026<\/li>\n<li>Only named people (people that you have put in to Google drive) can access the file.\u00a0 This will require them to log in first so that the system knows who they are before it allows them access to the file.<\/li>\n<\/ol>\n<p><b>If you are going to put BU Confidential data on your BU Google drive, you need to use named access only.<\/b><\/p>\n<p><a href=\"https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494886&amp;topic=2816927&amp;ctx=topic\">https:\/\/support.google.com\/drive\/bin\/answer.py?hl=en&amp;answer=2494886&amp;topic=2816927&amp;ctx=topic<\/a><b> <\/b><\/p>\n<p>We recommend that you do this at the folder level, but if you want if you want to do it for the file..<\/p>\n<p>Give example:<\/p>\n<h3>Sharing a file with an email address or mailing list<\/h3>\n<ol start=\"1\">\n<li style=\"list-style-type: none;\">\n<ol start=\"1\">\n<li>Go to\u00a0<a href=\"http:\/\/drive.google.com\/\" target=\"blank\" rel=\"noopener noreferrer\">drive.google.com<\/a>.<\/li>\n<li>Create a folder that will contain the confidential files you wish to share.\u00a0 For this example I created a folder called \u201cConfidential Files\u201d.<\/li>\n<li>Check the box next to the file or folder you&#8217;d like to share (red arrow), then click the share icon (blue arrow)<a href=\"\/infosec\/files\/2013\/09\/GD_AddPeople.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_AddPeople-636x261.png\" alt=\"GD_AddPeople\" title=\"GD_AddPeople\" height=\"261\" width=\"636\" \/><\/a><br \/>\n<br style=\"clear: both;\" \/>\u2026You can also get to the permissions settings by clicking the down arrow beside the folder\u2026<a href=\"\/infosec\/files\/2013\/09\/GD_ConfidentialFiles.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_ConfidentialFiles-636x321.png\" alt=\"GD_ConfidentialFiles\" title=\"GD_ConfidentialFiles\" height=\"321\" width=\"636\" \/><\/a><br \/>\n<br style=\"clear: both;\" \/>\u2026and then selecting <b>Share\u2026<\/b> (blue arrow with diamond)<a href=\"\/infosec\/files\/2013\/09\/GD_Share.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_Share-636x337.png\" alt=\"GD_Share\" title=\"GD_Share\" height=\"337\" width=\"636\" \/><\/a><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ol start=\"1\">\n<li style=\"list-style-type: none;\">\n<ol start=\"1\">\n<li>Make sure that \u201cWho has access\u201d is &#8220;Private \u2013 Only those people listed below can access&#8221; (red arrow w circle)<br \/>\nIf this is not already the case, click <b>Change\u2026 <\/b>(blue arrow with diamond)<a href=\"\/infosec\/files\/2013\/09\/GD_ChangeAccess.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_ChangeAccess-636x265.png\" alt=\"GD_ChangeAccess\" title=\"GD_ChangeAccess\" height=\"265\" width=\"636\" \/><\/a><\/li>\n<li>Select <b>Private<\/b> and click <b>Save <\/b><b><a href=\"\/infosec\/files\/2013\/09\/GD_SharingSettings.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_SharingSettings-636x305.png\" alt=\"GD_SharingSettings\" title=\"GD_SharingSettings\" height=\"305\" width=\"636\" \/><\/a><\/b><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ol start=\"1\">\n<li>To add people , scroll to the bottom of the screen and add their BU email address.<br \/>\nYou can add a single person, a mailing list, or choose from your contacts.<a href=\"\/infosec\/files\/2013\/09\/GD_AddNames.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_AddNames-636x302.png\" alt=\"GD_AddNames\" title=\"GD_AddNames\" height=\"302\" width=\"636\" \/><\/a><\/li>\n<li>Choose the access level from the drop-down menu next to each collaborator: &#8220;Can view,&#8221; &#8220;Can comment&#8221; (Google documents, spreadsheets, and presentations only), or &#8220;Can edit.&#8221;<a href=\"\/infosec\/files\/2013\/09\/GD_ShareSaveNames.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_ShareSaveNames-636x121.png\" alt=\"GD_ShareSaveNames\" title=\"GD_ShareSaveNames\" height=\"121\" width=\"636\" \/><\/a><\/li>\n<\/ol>\n<ol start=\"8\">\n<li>Click\u00a0<strong><b>Share &amp; save<\/b><\/strong>.\u00a0 If you upload any file to that folder, it will inherit these positions.<\/li>\n<li>You can also set permissions on a single specific file by checking the box beside that file,<br \/>\nthen clicking the share icon:<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><a href=\"\/infosec\/files\/2013\/09\/GD_AddPersonLogo2.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_AddPersonLogo2.png\" alt=\"GD_AddPersonLogo\" title=\"GD_AddPersonLogo\" height=\"36\" width=\"44\" \/><\/a><\/p>\n<div>\n<h2><a name=\"GD iOS\"><\/a>Instructions for setting up Google Drive on a iOS device<\/h2>\n<\/div>\n<p>Once you have set up your BU Google Drive (above), you may access it through your iOS device:<\/p>\n<ol>\n<li>Go to the App Store on your iPhone or iPad to <a href=\"http:\/\/www.google.com\/mobile\/ios\/\">http:\/\/www.google.com\/mobile\/ios\/<\/a><\/li>\n<li>Search the App Store for &#8220;Google Drive.&#8221;<a href=\"\/infosec\/files\/2013\/09\/GD_AppStore.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GD_AppStore-358x636.png\" alt=\"GD_AppStore\" title=\"GD_AppStore\" height=\"636\" width=\"358\" \/><\/a><\/li>\n<li>Find the search result with the Drive icon:<a href=\"\/infosec\/files\/2013\/09\/GoogleDriveIcon.png\"><img loading=\"lazy\" src=\"\/infosec\/files\/2013\/09\/GoogleDriveIcon.png\" alt=\"GoogleDriveIcon\" title=\"GoogleDriveIcon\" height=\"20\" width=\"20\" \/><\/a><\/li>\n<li>Select which device you want to install Google drive on and install the app.<\/li>\n<li>Open the app and sign into Google Drive.<\/li>\n<\/ol>\n<p><a href=\"\/infosec\/files\/2013\/09\/iOS_MainScreen.png\"><img loading=\"lazy\" class=\"alignleft\" src=\"\/infosec\/files\/2013\/09\/iOS_MainScreen-358x636.png\" alt=\"iOS_MainScreen\" title=\"iOS_MainScreen\" height=\"466\" width=\"262\" \/><\/a><a href=\"\/infosec\/files\/2013\/09\/GDApp_Get-Started2.png\"><img loading=\"lazy\" class=\"alignright\" src=\"\/infosec\/files\/2013\/09\/GDApp_Get-Started2-358x636.png\" alt=\"GDApp_Get Started\" title=\"GDApp_Get Started\" height=\"466\" width=\"262\" \/><\/a><\/p>\n<h2>Exceptions<\/h2>\n<p>BU Information Security is authorized to grant exceptions to the requirements set forth in this document.\u00a0 Any exception granted will require a thorough review of the situation and will be based on the implementation of appropriate compensating controls.\u00a0 All exceptions must be documented and approved per the Risk Acceptance Policy (Contact BU Information Security).<\/p>\n<div>\n<h2>References<\/h2>\n<\/div>\n<p><b>Documentation provided by google about GoogleDrive:<\/b><\/p>\n<ul>\n<li><a href=\"https:\/\/www.google.com\/intl\/en_US\/drive\/start\/index.html\">https:\/\/www.google.com\/intl\/en_US\/drive\/start\/index.html<\/a><b> <\/b><\/li>\n<\/ul>\n<p><b>The Boston University Data Protection Standards:<\/b><\/p>\n<ul>\n<li><a href=\"https:\/\/www.bu.edu\/policies\/data-classification-policy\/\">Data Classification Policy<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/1-2-b-data-access-management-policy\/\">Data Access Management Policy<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/identity-and-access-management\/\">Identity and Access Management Policy<\/a>\n<ul>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/data-protection-requirements\/\">Data Protection Requirements<\/a> &amp; <a href=\"http:\/\/www.bu.edu\/policies\/data-protection-requirements\/\">Media Destruction Guidelines<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/minimum-security-standards\/\">Minimum Security Standards<\/a><\/li>\n<li><a href=\"http:\/\/www.bu.edu\/policies\/education-compliance-and-remediation\/\">Education, Compliance and Remediation<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>The Boston University FERPA policy:<\/strong><\/p>\n<ul>\n<li><a href=\"http:\/\/www.bu.edu\/reg\/general-information\/ferpa\/\">http:\/\/www.bu.edu\/reg\/general-information\/ferpa\/<br \/>\n<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>Responsible Office: Information Security BU Google Drive is approved to store Confidential information, including FERPA information TheBU version of Google Drive has been approved to store\u00a0Confidential\u00a0information owned or used by Boston University, therefore it may be used to store information covered by FERPA. Note: only the\u00a0BU version of Google Drive is approved,\u00a0not the consumer (personal)&#8230;<\/p>\n","protected":false},"author":4697,"featured_media":0,"parent":21310,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/70373"}],"collection":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/users\/4697"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/comments?post=70373"}],"version-history":[{"count":32,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/70373\/revisions"}],"predecessor-version":[{"id":145669,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/70373\/revisions\/145669"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/21310"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/media?parent=70373"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}