Who Owns That?

Tips for Sharing Google Drive Files/Folders

Google provides a vast set of features to assist you when collaborating on and sharing files and folders in Google Drive. While this list does not include everything, the following are the top ITS-recommended tips and best practices for sharing in Drive:

• Use caution when choosing permissions for your files and folders in Drive to ensure the privacy and security of university data.
  • Only the individuals who own U-M data should fully control who can access it.
  • Only share your files with those who need them.
  • Set permission levels to the minimum level of access needed for a collaborator. (If they don’t need to edit the file, don’t assign them as an Editor.)
• Use link sharing with access set to the "University of Michigan" only as needed. If link sharing is used, ensure appropriate file permissions are in place, particularly with external collaborators.
  • Whenever possible, avoid setting access to “Anyone with the link.”
• External collaborators should use a Google account when accessing files within U-M Google, as it is the most secure way to collaborate with them.
• Use a Google shared drive to store collaborative data related to administration, learning, teaching, and/or research at U-M. The data are considered to be owned by a group or team rather than an individual, so if someone leaves the university, their institutional data doesn’t leave with them.
• Shared folders in My Drive do not have cascading ownership. This means that if someone adds a file to the folder and then leaves the university, they still own the file, and there is no easy way to transfer ownership to yourself. Therefore, if you use a shared folder, ensure that any ownership transfers are made before the departing individual’s last day.
• Periodically review your shared files, folders, and drives to ensure that access and permissions are kept up to date, and ownership is appropriately assigned.

Additional resources

• Best Practices for Sharing in Google Drive
• Google Drive: Ownership and Permissions
• Shared Drives in U-M Google
• Google Workspace Learning Center: Share & collaborate with files
• Transfer Ownership of Files in Google Drive
• Tips for Cleaning Up Your U-M Google Account: My Drive
• Shared Document Repository Comparison (Dropbox and Google)

Tips for Sharing Dropbox Files/Folders

Dropbox is a cloud file storage option that provides automatic backup and advanced collaboration and productivity tools like Dropbox Paper. Familiarize yourself with the different types of sharing settings in Dropbox to ensure you always know who has access to and owns the files/folders you use regularly.

• Adhere to the Sensitive Data Guide: Dropbox at U-M to properly store some types of sensitive university data, including Protected Health Information (PHI).
• Use caution when choosing permissions for your files and folders in Dropbox to ensure the privacy and security of university data.
  • You can only delete shared links that you create in Dropbox. If you grant someone edit access to a file or folder, they can create their own link to share with someone else. You can’t manage those shared links.
  • Only share your files with those who need them.
  • Set permission levels to the minimum level of access needed for a collaborator. (If they don’t need to edit the file, don’t assign them as an Editor.)
  • Whenever possible, avoid setting access to “Anyone with link.”
• External collaborators should use a Dropbox account when accessing files within U-M Dropbox, as it is the most secure way to collaborate with them.
• Use a Dropbox Team Folder to store collaborative data related to administration, learning, teaching, and/or research at U-M. The data are considered to be owned by a group or team rather than an individual, so if someone leaves the university, their institutional data doesn’t leave with them.
• Subfolders in a Dropbox Team Folder can be shared with users who are not members of the Team Folder, MCommunity groups, and external users. If you do not invite the Team Folder MCommunity group members to the subfolder, they will not have access to it.
• Periodically review your shared files and folders to ensure that access and permissions are kept up to date, and ownership is appropriately assigned.

Additional Resources

• Dropbox: Share a Dropbox File or Folder
  • How to manage your Dropbox sharing permissions
• Dropbox: Folder Settings and Permissions
  • Shared folders in Dropbox
  • Dropbox shared folders FAQs
  • How to change the owner of a shared folder
  • How to add a shared folder to your account
• Team Folders in U-M Dropbox
  • Team Folders and MCommunity Sharing in U-M Dropbox
  • Shared Document Repository Comparison (Dropbox and Google)
• Dropbox: Share Files/Folders Using Shared Links
  • How to set or change shared link permissions

Tips for Sharing Microsoft OneDrive Files/Folders

Microsoft OneDrive is a cloud storage app within the Microsoft 365 suite. Take a moment to learn about safely sharing your OneDrive files/folders to protect your data.

• OneDrive files are private until you share them.
  • Only share your files with those who need them.
  • Set permission levels to the minimum level of access needed for a collaborator. (If they don’t need to edit the file, don’t assign them as an Editor.)
  • Whenever possible, avoid setting access to “Anyone” with the link.
• Keep in mind that when you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive.
• Share with specific people or groups over using “Copy link.” This allows you to keep track of who you invited and lets you remove permission for specific individuals or groups later if you need to.
• Set an expiration date for the shared link. After the date you set, the link won't work anymore, and you will need to create a new link for users requiring access to your file or folder.
• Periodically review your shared files and folders to ensure that access and permissions are kept up to date, and ownership is appropriately assigned.

Refer to Best practices for collaborating with Microsoft 365 for more tips.

Note: The Microsoft 365 service for Michigan Medicine is managed separately by the Health Information Technology Services (HITS) team to meet the organization’s regulatory, contractual, and security requirements. The ITS-managed Microsoft 365 service for academic campuses is not permitted for Michigan Medicine business, education, patient care, or research use.