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

  • 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.

Common Campus Groups Reference Table

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

ri-bannergroup-allstaff

  • Google Group Name: allstaff-l@geneseo.edu

  • Description: Active employees (State, Research, Auxil, Instructors) with current or future end dates.

  • Source Data: SUNY HR

ri-bannergroup-allstudents

  • Google Group Name: allstudents-l@geneseo.edu

  • Description: All active or on-leave registered students.

  • Source Data: Banner

ri-bannergroup-faculty

  • Google Group Name: faculty-l@geneseo.edu

  • Description: Faculty members (Salary grades A, B, L, N) and active instructors.

  • Source Data: SUNY HR

ri-bannergroup-professional

  • Google Group Name: professional-l@geneseo.edu

  • Description: Professional staff (Salary grades starting with SL).

  • Source Data: SUNY HR

ri-bannergroup-ddc

  • Google Group Name: ddc-l@geneseo.edu

  • Description: Individuals marked with an X reporting indicator.

  • Source Data: SUNY HR

ri-bannergroup-allresidential

  • Google Group Name: oncampus-students-l@geneseo.edu

  • Description: Active registered students with a campus residence hall assignment.

  • Source Data: Campus Housing

ri-bannergroup-offcampus

  • Google Group Name: offcampus-l@geneseo.edu

  • Description: Active registered students living off-campus.

  • Source Data: 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.