Audience: Franklin University faculty and staff.
Disclaimer: The results and functionality of the following article only apply to the audience listed above.
When working with various files and documents containing University information, it is important to be familiar with the various ways available to save, store, and share data, and to determine the best process for keeping files and information safe while still being accessible to the appropriate people.
To view the accompanying video to this document please click here. Only University staff and faculty will be able to log in and view this video link.
Secure Record-Keeping Systems such as OnBase and Colleague
Any copies of information from these systems that are stored elsewhere, represent an inherent security hazard. Please do not save this type of information directly to your computer, to a USB drive, or to another device not managed by the University. These systems are intended to be to sole storage source of the information they contain.
When Working Remote
If working remotely, please use your University-issued device to access University information, and that you keep your PC secured (or locked) when not in use. All computers issued by the University are equipped with hard disk encryption, which prevents others from accessing any information on the computer even if they attempt to access the disk by attaching it to another device. Personal devices are much less likely to be encrypted.
When File Sharing is Needed
When working with documents created by you or by other University employees, there are several options for storing and accessing these files.
- OneDrive - For work currently in progress & not ready to be shared with the larger team, personal files, notes, and to-do items. It is not ideal for large team projects.
- Email - Ideal for communication, but not when multiple people need to collaborate on files. It does off the option secure email encryption.
- SharePoint & Teams - Team collaboration on files, sharing, meeting, conversation, and more.
The best location for such files can be determined by asking the following questions:
- "Who needs to access this file?"
- "Is this official University documentation or is it my work-in-progress?"
- "Will this document be important to my department for historical/documentation purposes?"
If you ever have questions or concerns about the handling of a particular file or piece of information, consult your departmental leadership.