Microsoft OneDrive for Business (known at UW-Eau Claire as OneDrive –UW-Eau Claire), is secure cloud-based storage solution. Microsoft has guaranteed via our state contract the data is stored within servers in the U.S., data is encrypted in transit and at rest, and customer data will not be accessed for uses other than troubleshooting or as directed by users. However, because OneDrive is a cloud-based file storage and sharing utility, it is crucial UW-Eau Claire faculty, staff, and students use caution when setting up, configuring, and using OneDrive. A few things to keep in mind include:
- Data stored in cloud can be accessed by any workstation, laptop, tablet, or mobile device with access to the Internet.
- Students, faculty, and staff are likely to access data in a variety of ways, including potentially unsecured connections from off-campus locations.
- It is not possible for UW-Eau Claire to govern how all OneDrive is being accessed by non-university computers or Internet connections.
- With OneDrive UW-Eau Claire has no ability to automatically monitor how individuals setup security and file sharing. However, by request, a report can be created that analyzes and generates a spreadsheet report on files shared.
- When files are synchronized and stored locally from a device that is infected with viruses or malware, the data is likely to be compromised as well.
How to Use OneDrive Securely
Secure the device you are using to access OneDrive:
- Keep your operating system and software up-to-date.
- Install virus and malware detection software with the latest definitions and updates.
- Enable and run a firewall.
- Do not log into your computer or device as an administrator.
- Password-protect your personal computer or device and use idle-time screen saver passwords where possible.
Use only secure network connections:
- Use the UW-Eau Claire wired network or the uwec.edu WiFi when on campus.
- Implement the FTC's best practices for using public WiFi connections.
- Implement the FTC's best practices for securing home wireless networks.
Exercise caution when sharing files:
- Sharing files with the default "Can edit" permission level allows the person you shared that file with to further share the file. If you would like to change this behavior see the page on enabling access requests.
- Pay attention when setting up sharing. It is very easy to accidentally share the wrong folder or to share a folder rather than an individual file within a folder. Remember that the default for sharing is "Can edit", but it can be changed to "Can view".
- Use folders to share groups of files with others online.
- Share files with specific individuals, never with "everyone" or the "public".
- Be careful sending links to shared folders because they can often be forwarded to others who you did not provide access to.
- Remember that once a file is shared with someone and they download it to their device, they can share it with others.
- Review sharing privileges in OneDrive on at least a quarterly basis: