Google Workspace Information Security Standards
Overview
You are personally responsible for how you share University information you place in Pepperdine Google Workspace Drive and Apps. In summary: Do not store or transmit RESTRICTED information with Google Workspace; do not share Confidential information to "anyone with the link" but only with specific individuals and groups; do not use personal Google accounts to do University work. For detailed Google Security facts and procedures, see the Pepperdine Google Workspace Email and File Security Standards white paper from the Pepperdine Information Security Office.
Table of Contents
Information in Drive
Almost all educational and business records, including email, at Pepperdine are classified as Confidential data. For detailed information on data classification, see the "Information Classification and Protection Policy."
|
Sharing Option |
When to Use This Option |
What This Option Does |
|---|---|---|
RestrictedOnly people with access can open with the link. |
Recommended |
This option limits access, keeping the document/file private to the owner of the document and to those the owner specifies the file can be visible. Recipients can be Pepperdine users, a Google Group, or external collaborators. Pepperdine users must enter their Pepperdine NetworkID and Password to access the information. Owners will be asked for confirmation to share with external (non-Pepperdine) recipients. |
Pepperdine University (Must have link to access)Anyone in this group (Pepperdine Google) with the link can view. |
Permitted when appropriate |
The option "Pepperdine University" and its sub-option "Must have link to access" make the file available to anyone with a Pepperdine Google account who has the link. It will require users to enter their Pepperdine NetworkID and Password to access the information. Remember: Before selecting this option, ask yourself, "Is the information a need-to-know for all faculty, staff, and students across all schools and departments at Pepperdine?" |
Pepperdine University (Can find in search results)Anyone in this group (Pepperdine Google) can find and view. |
Permitted when appropriate |
The option "Pepperdine University" and its sub-option "Can find in search results" make the file available to anyone with a Pepperdine Google account and discoverable within Pepperdine Google Drive's search feature. It will require users to enter their Pepperdine NetworkID and Password to access the information or be logged into Pepperdine Google Drive. Remember: Before selecting this option, ask yourself, "Is the information a need-to-know for all faculty, staff, and students across all schools and departments at Pepperdine?" |
Anyone with the linkAnyone on the internet with the link can view. |
Never with this class of information |
This option is not allowed for confidential information. The option bypasses the required password security, meaning that no sign-in is required. This option should only be selected for Public information. |
NOTE: When documents or files are moved into a shared folder (folders within Google Drive that are shared with a specified group of users), the files therein will adopt the same sharing setting of the originating folder. Be sure to check a file's sharing permissions when you move it from folder to folder to ensure the proper sharing settings are engaged.
Google Workspace Security
The systems that comprise Google Workspace for Education are as secure as Pepperdine University's best local systems, if not more so. You are the key to security and ensuring the appropriate documents are shared with the appropriate people to preserve the trust in the University.
Advertising Limits and Privacy in Google Workspace for Education
The Google Workspace for Education terms of service do not permit ads or tracking in the core services. In contrast to commercial Google Workspace instances, all indexing done by Google in Google Workspace for Education is private to our organization's individual users (e.g. to allow you to search your documents folders or inbox). Find out more about Google Workspace privacy on their "Google Workspace for Education Core and Additional services" answer page or read the Google Workspace for Education privacy notice.
Sharing Email and Calendar
It is prohibited by University policy to share your password to access email or calendar. Sharing can be accomplished via Delegate Access in Google Mail and Calendar Sharing in Google Calendar.
Personal Accounts for Pepperdine Business
While many people access their consumer Gmail and Drive accounts for personal reasons during the workday, this is not a reason to use a personal account to handle work or store University data. Use of personal email and cloud storage for handling University business or records is strongly discouraged as it removes University control from its data.