SVUSD IT Department
Sharing Documents via Email the Right Way
Due to security concerns, the IT department highly discourage SVUSD staff from attaching files to emails. Instead, please consider sharing the corresponding Google Drive shared link. Please take a moment to review the information below.
Emailing documents as attachments is NOT secure:
Clicking on the paperclip icon in the "New Message" window will insert an attachment. This is not recommended, read below to learn about the risks.
Risks to consider:
You cannot control who access attached files ❌
- Attachments with sensitive information could be easily forwarded to the wrong audience, whether by mistake or intentionally.Attachments cannot be pulled back or corrected ❌
- If a document is emailed by mistake it cannot be recalled, it's now out in the wild.
- If it contains errors or mistakes, it cannot be corrected liveAttachments are a file organization nightmare ❌
- Hard to organize within an inbox.
- Saving them onto your desktop can produce duplicates; if you computer fails, you can lose them forever.
- Easily lost by email deletion
Emailing shared links from Google Drive is secure:
Clicking on the Google Drive icon in the "New Message" window to insert a shared document's link. Read below to see the advantages of this sharing method.
Advantages to consider:
You have full control over access to shared files ✅
- Sensitive information is fully protected against unintended access.
- Print & download options can be disabledShared documents can be corrected live ✅
- If a document is shared by mistake it can be quickly pulled back,
- if it contains mistakes, it can be quickly corrected liveYou can share docs with an expiration date ✅
- if it contains mistakes, it can be quickly corrected liveShared documents are easy to find and organize ✅
- Even if the notification email is lost, the shared document will always be present in the recipient's "shared with me" folder on Google Drive
SVUSD IT Department - Location and Times:
20000 Broadway, Building "C", Sonoma CA 95476.
We are open Mon-Fri, 7-11am, 12-4pm - View a Map
20000 Broadway, Building "C", Sonoma CA 95476.
We are open Mon-Fri, 7-11am, 12-4pm - View a Map