{"id":92364,"date":"2015-05-22T11:27:05","date_gmt":"2015-05-22T15:27:05","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=92364"},"modified":"2023-08-01T16:21:45","modified_gmt":"2023-08-01T20:21:45","slug":"onedrive-security-guide","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/about\/policies\/onedrive-security-guide\/","title":{"rendered":"OneDrive Security Guide"},"content":{"rendered":"<h3>BU OneDrive is approved to store <i>Confidential<\/i>\u00a0and <em>Restricted Use\u00a0<\/em>information. Important information below.<\/h3>\n<ul>\n<li>The <a href=\"https:\/\/www.bu.edu\/tech\/services\/infrastructure\/storage-backup\/cloud-file-storage\/onedrive\/\"><b><i>BU version<\/i> of OneDrive<\/b> <\/a>has been approved to store <i>Confidential<\/i>\u00a0and <i>Restricted Use<\/i>\u00a0information owned or used by Boston University, including FERPA and HIPAA.\u00a0For definitions of <i>Confidential<\/i> and <i>Restricted Use<\/i> information, consult the <a href=\"https:\/\/www.bu.edu\/policies\/data-classification-policy\/\">Data Classification Policy<\/a>.<\/li>\n<li><b>Important: <\/b>\n<ul>\n<li>only the <a href=\"https:\/\/www.bu.edu\/tech\/services\/infrastructure\/storage-backup\/cloud-file-storage\/onedrive\/\"><i>BU version<\/i> of OneDrive<\/a><b>\u00a0<\/b>is approved, <i>not<\/i> the consumer version of OneDrive.<\/li>\n<li>To properly protect sensitive information, you must understand OneDrive security and set it up correctly. Continue reading to learn how.<\/li>\n<li>OneDrive allows you to automatically sync your files across multiple devices. This means that sensitive data could inadvertently end up on an insecure device. If you are going to put <em>Restricted Use<\/em> data on OneDrive, we strongly recommend that you do not sync it to any personal devices. Any device you sync <em>Restricted Use<\/em> data to must be encrypted, have <a href=\"https:\/\/www.bu.edu\/tech\/services\/cccs\/desktop\/device-security\/endpoint-protection\/\">endpoint protection<\/a>, require a password, and meet the other <a href=\"http:\/\/www.bu.edu\/policies\/minimum-security-standards\/\">Minimum Security Standards<\/a>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2>Manage who can view or edit your OneDrive files<\/h2>\n<p>By default, only you can access the files in your OneDrive. When you share files, be careful to avoid accidentally giving people inappropriate access to sensitive information. To do this:<\/p>\n<ol>\n<li>Go to <a href=\"http:\/\/www.bu.edu\/office365\" target=\"_blank\" rel=\"noopener noreferrer\">OneDrive<\/a> and sign in to your account.<\/li>\n<li>Right-click the folder or files you want to share, and click <strong>Share<\/strong>.<br style=\"clear: both;\" \/><img src=\"\/tech\/files\/2015\/06\/onedrive_sharing.png\" alt=\"Screen shot showing file sharing options\" title=\"Screen shot showing file sharing options\" \/>\n<ul>\n<li><strong>Important:<\/strong> if you are sharing a folder you are also sharing any sub folder in that directory. Consider limiting sharing capabilities to folders that contain only information you intend to let others view.<\/li>\n<\/ul>\n<\/li>\n<li>Enter the names of the people you want to share with and a message, if you want.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/08\/onedrive_share_1.png\" alt=\"onedrive_share_1\" width=\"334\" height=\"465\" class=\"alignnone size-full wp-image-109295\" \/><\/li>\n<li>(Optional) Click the drop-down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you\u2019re sharing.<br \/>\n<img loading=\"lazy\" src=\"\/tech\/files\/2017\/08\/onedrive_share_2.png\" alt=\"onedrive_share_2\" width=\"326\" height=\"435\" class=\"alignnone size-full wp-image-109296\" \/><br \/>\nOptions for <strong>Who would you like this link to work for<\/strong>:<\/p>\n<ul>\n<li><strong>Anyone<\/strong> gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.<\/li>\n<li><strong>People in Boston University<\/strong> gives everyone with a BU login name access to the link, whether they receive it directly from you or forwarded from someone else.<\/li>\n<li><strong>Specific people<\/strong> gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.<\/li>\n<\/ul>\n<p>By default, <strong>Can edit<\/strong> is turned on. If you want people to only view your files, change setting to Can view or Can review (can only suggest changes). Note that Block download feature can only be turned on when Can view is selected.<\/p>\n<p>When you&#8217;re done, click Apply.<\/li>\n<li>When you\u2019re ready to send the link, click <strong>Send<\/strong>.<\/li>\n<\/ol>\n<h2>Manage\u00a0OneDrive File Syncing<\/h2>\n<p>If you decide to sync\u00a0OneDrive across multiple devices, be sure\u00a0the security on the devices that your information is synced with meets the <a href=\"http:\/\/www.bu.edu\/policies\/minimum-security-standards\/\" title=\"Minimum Security Standards\">Minimum Security Standards<\/a>. Syncing across multiple devices inherently creates the potential for unintended data leakage; syncing <em>Confidential<\/em> or <em>Restricted Use<\/em> data is therefore strongly discouraged. \u00a0Always take caution when transmitting sensitive information.<\/p>\n<p>By default, OneDrive is set up to sync all files and folders but you have the ability to customize what is synced.<\/p>\n<ol>\n<li>Open your OneDrive app settings and navigate to Sync Settings.<br style=\"clear: both;\" \/><br style=\"clear: both;\" \/><a href=\"\/tech\/files\/2015\/05\/onedrive-sync-settings.jpg\"><img loading=\"lazy\" src=\"\/tech\/files\/2015\/05\/onedrive-sync-settings.jpg\" alt=\"onedrive sync settings\" width=\"286\" height=\"192\" class=\" size-full wp-image-92617 alignnone\" \/><br style=\"clear: both;\" \/><\/a><a href=\"\/tech\/files\/2015\/05\/onedrive-stop-syncing.png\" aria-label=\"OneDrive window\"><\/a><\/li>\n<li>Choose which folder(s) you decide to sync. Stop syncing any folders you choose.<br style=\"clear: both;\" \/><br style=\"clear: both;\" \/><a href=\"\/tech\/files\/2015\/05\/onedrive-stop-syncing.png\"><img loading=\"lazy\" src=\"\/tech\/files\/2015\/05\/onedrive-stop-syncing.png\" alt=\"onedrive stop syncing\" width=\"584\" height=\"386\" class=\" size-full wp-image-92618 alignnone\" \/><\/a><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>BU OneDrive is approved to store Confidential\u00a0and Restricted Use\u00a0information. Important information below. The BU version of OneDrive has been approved to store Confidential\u00a0and Restricted Use\u00a0information owned or used by Boston University, including FERPA and HIPAA.\u00a0For definitions of Confidential and Restricted Use information, consult the Data Classification Policy. Important: only the BU version of OneDrive\u00a0is approved,&#8230;<\/p>\n","protected":false},"author":1301,"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\/92364"}],"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\/1301"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/comments?post=92364"}],"version-history":[{"count":25,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/92364\/revisions"}],"predecessor-version":[{"id":146896,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/92364\/revisions\/146896"}],"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=92364"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}