The purpose of this document is to provide alternative solutions other than EMAIL when requesting files/data that contain confidential/sensitive data from ANYONE. Standard email is not secure and should NOT be used to transmit confidential/sensitive information. We can request file(s) securely from our fellow employees, students and external partners (basically everyone) using the “Request files” feature of SharePoint/Teams and OneDrive. See BP xx.xx Data Classification procedure to identify confidential/sensitive data.
Overview of “Request files” process
The first step is to identify a folder in SharePoint/Teams or OneDrive locations as described below, then choose the “Request files” feature which will then ask you for a brief description (maximum 40 characters). You will be provided a link that you can copy and send to anyone from whom you want to receive files.
When a person clicks on the link you send them, they will be asked to upload the file they want to send, then they will be asked to enter their first and last names. Once the file is uploaded, the name entered will be appended to the file name, so you know who uploaded the file. A key point to remember is the person will not be able to see any other files in the folder, nor can they change or delete the file they uploaded.
You can setup as many folders as needed with the “Request files” feature based on your needs since each folder will have a unique link.
“Request files” is available in
SharePoint/Teams - If you want the documents you receive to be accessed by multiple people, then using SharePoint is the best option. Everyone who has access to the directory where the file is dropped, can view the file.
OneDrive - If you are the only one that needs access to the file you are requesting, then you can setup a folder on your OneDrive to receive it.
Instructions on how to setup “Request files”
For Sharepoint/Teams: Navigate to folder on SharePoint/Teams site.
For OneDrive: Go to your OneDrive using your browser by clicking this link: https://email4cd-my.sharepoint.com/ then navigate to the folder where you want the files.
Click on the 3 dots (…) that is to the right of the folder name (in this example the folder is named “ID Check”) as shown below:
Choose “Request files” from the drop-down list as show below:
Enter a note for the recipient as shown below, then click Next.
Copy the link as shown below:
You can use this link in the email to the student or others from whom you need to receive file(s).
Remember to delete the file(s) you collected once you no longer need this data.