Sharing data and information

Sharing data and information responsibly is crucial to maintaining security and compliance. You are accountable for protecting the data and information you handle and ensuring it is shared only with those who need it. This means you must understand who is permitted to access it and who is authorised to approve it being shared further – your Data Owner or Data Steward can help. The University’s Information Classification Scheme details appropriate access levels for each category of data and information.

Always think about whether all data or information needs to be shared or if a minimised or anonymised version will be enough. Only give people access to the data and information they really need to do their job – and no more!

Avoid sending files by email; instead, use secure shared platforms like OneDrive, SharePoint, or Teams.

For research, under some export control regulations there may be requirements concerning where you can store your data, who you can share the data with, and where you can access the data.

Permissions and access

Regularly check colleagues' permissions to access your documents and files. For example, set reminders to review access to shared files when membership of your group, team or committee changes, or someone changes role. When leaving the University, ensure data is transferred to a Teams or SharePoint that colleagues who will need it can access, as your access will be revoked.

Finally, if you leave your desk and have your screen unlocked, you are sharing all your data and information with anyone who walks by (please do not do this!).