G Suite Information Security Standards | Pepperdine University | Pepperdine Community

G Suite Information Security Standards

Overview

You are personally responsible for how you share University information you place in Pepperdine G Suite Drive and Apps. In summary: Do not store or transmit RESTRICTED information with G Suite; 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.


Skip to a Specific Guideline or Standard:

 Confidential Information in Drive

 G Suite Security

 Advertising Limits in G Suite

 Sharing Email and Calendar

 Personal Accounts for Pepperdine Business

 

 


Confidential Information in Drive

Almost all educational and business records, including email, at Pepperdine is Confidential data. For detailed information on data classification see the University policy.

Sharing Option

When to Use This Option

What This Option Does

Private 

Only people explicitly granted permission can access. Sign-in required.

Recommended

This option keeps the doc/file private to the owner of the document and to those the owner of the document specifies the file can be visible to.

This will require users to enter their Pepperdine NetworkID and Password to access the information. The owner of the document can also list a Google Group that contains only the appropriate Pepperdine users.

People at Pepperdine University with the link 

People at Pepperdine University who have the link can access.

Permitted when appropriate

This 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 at Pepperdine?

Pepperdine University 

People at Pepperdine University who have the link can access.

Permitted when appropriate

This 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 at Pepperdine?

Anyone with the link 

Anyone who has the link can access. No sign-in required.

Never with this class of information

This option bybasses the required password security.

Public on the web 

Anyone on the Internet can find and access. No sign-in required.

Never with this class of information

This option bybasses the required password security.

NOTE: When documents or files are moved into a shared folder (folders within Google Drive that are shared with a specified group of users) those files will adopt the same sharing setting of the shared folder. Be sure to check a file's sharing permissions when you move it from folder to folder to ensure the proper sharing setting are engaged.

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G Suite Security

The systems that make up G Suite 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 to the appropriate people will preserve the trust in the University.

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Advertising Limits in G Suite

G Suite for Education terms do not permit ads. As in contrast to commercial G Suite instances, all indexing done by Google in G Suite is private to our organization's individual users (e.g. to allow you to search your documents folders or inbox). Find out more about G Suite privacy and security in their overview document. 

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Sharing Email and Calendar

It is not necessary to share your password to access email or calendar. Go to Delegate Access in Google Mail and Calendar Sharing in Google Calendar.

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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.

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