Sharing Confidential Documents at Geneseo

This guide helps campus departments securely restrict access to documents and folders. In alignment with Geneseo's Digital Storage Strategy, CIT strongly recommends using SharePoint and OneDrive as your primary storage and collaboration spaces. Google Workspace remains authorized for standard workflows and forms, provided proper security protocols are followed.

Because setting up access groups can be tricky, CIT strongly recommends submitting a service request form for your first attempt. We can also test your permissions before you share the link.

Sharing a Google Folder/File

Sharing a SharePoint Folder/File

Common Campus Groups  

Sharing a Google Folder/File

  • Locate the folder you want to share and click the three dots to the right of its name.

  • Select Share, then click Share again from the submenu. 

    •      Google Drive right-click context menu showing options to Open with, Download, Rename, and Share.

  • Add the target people or groups. The field will auto-complete to help you verify the correct account.

  • For Files: Before copying the link, click the gear icon in the upper-right corner of the share window to restrict downloading, printing, and copying.

  • Change the permissions to Viewer or Commenter. Add an expiration date if desired.  

    • Google Drive permission dropdown menu showing Viewer selected and an option to add an expiration date.

  • Uncheck the "Notify People" box.

  • Click Copy Link (use this link for all communications). 

    •  Rounded "Copy link" button with a chain link icon. 

  • Click Done.

Sharing a SharePoint or OneDrive File/Folder

Common Campus Groups Reference Table

When sharing with large campus audiences, use these official automated groups to ensure data accuracy:

SharePoint / OneDrive Group Name Google Group Name Description of Group Members Source Data
ri-bannergroup-allstaff allstaff-l@geneseo.edu Active employees (State, Research, Auxil, Instructors) with current or future end dates. SUNY HR
ri-bannergroup-allstudents allstudents-l@geneseo.edu All active or on-leave registered students. Banner
ri-bannergroup-faculty faculty-l@geneseo.edu Faculty members (Salary grades A, B, L, N) and active instructors. SUNY HR
ri-bannergroup-professional professional-l@geneseo.edu Professional staff (Salary grades starting with SL). SUNY HR
ri-bannergroup-ddc ddc-l@geneseo.edu Individuals marked with an X reporting indicator. SUNY HR
ri-bannergroup-allresidential oncampus-students-l@geneseo.edu Active registered students with a campus residence hall assignment. Campus Housing
ri-bannergroup-offcampus offcampus-l@geneseo.edu Active registered students living off-campus. Campus Housing

 

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Confidential Document Setup
Have a confidential document to share with all or part of our campus community? Submit a Confidential Document Setup request.