Google Sharing and Confidential mode

Sharing

Users should always verify sharing settings of confidential documents and always be vigilant of sharing settings and content within the documents when sharing, especially when it includes external users.

Open a file in Google Drive, Google Docs, Google Sheets, or Google Slides, Selecting "Share" will open the share menu.
Verify the people with access matches requirements and verify that the level of access for users is correct
Verify the General access matches requirements, they should be self explanatory but if not check with colleagues or IT team
When adding members to shared drives ensure the member of staff being added has a need for access to the drive and has the correct level of access.

Check regularly that shared drives and shared documents have the right sharing permissions and users, and that documents content is fit for the audience it is shared.

Process for the prevention of making a copy (Google)

People with edit permissions to your shared files can:

Share a file with others.
Add or remove specific people from the file.
Copy, print, or download the file.

Important: You can't apply this setting to a folder, but you can apply it to individual files in the folder.

To prevent viewers and commenters from printing, copying, or downloading your file:

Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.
Select one or more files you want to limit.
Click Share > Share.
At the top, click the Settings Icon.
Uncheck Viewers and commenters can see the option to download, print, and copy.
Click Save Done.

GSuite Confidential send

This can be a useful tool to set A) An expiry, so the email disappears or B) the recipient needs a SMS passcode to view the email content.

https://www.youtube.com/watch?v=8dPMN5ijaO8

Student email addresses start with numbers and this should be checked before sending out confidential emails. Google pop up for sending any document out to others without Trust email address already in place
Encourage staff to start new emails once thread is too long or being shared with new contacts.

GSuite Temporary share

Set an expiration date on access to a file

Open a file in Google Drive, Google Docs, Google Sheets, or Google Slides.
Click Share find the user you'd like to give temporary permissions to.

If you haven't shared the file with that person yet, add the user's email and click Send or Share. At the top right of the document, click Share again.

Next to the person's name, click the Down arrow "Add expiry".
Next to "Access expires," click a date to set as the expiration date. Choose a date within one year of the current date.
Click Save.

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