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Secure collaboration and file sharing

Solutions available at McGill
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Uma Viswanathan, Ms | 8 Sep 2022

Secure collaboration and file sharing at McGill

Whether you’re a student, researcher, faculty or staff member, you will likely need to collaborate with others during your time at McGill. Given our increasingly digital environment, this will often involve using software applications to upload and access shared files.  

Advantages and risks of file sharing 

File sharing can greatly improve the efficiency of our work, study, and research activities by centralizing information and enabling us to collaborate in real time.  

Unfortunately, file sharing comes with potential risks. If the application does not provide sufficient protection against security threats, your data and privacy may be compromised. You could risk the exposure or theft of sensitive data. Related consequences could include a hacked computer or device and/or a ransomware attack. 

To help mitigate these risks, McGill is proud to offer you applications that promote safe collaboration and provide optimum protection. We highly encourage you to use them. How McGill enables safe collaboration  

All members of the University have access to secure collaboration and file sharing solutions that have been reviewed and approved for use at McGill.  

By respecting McGill’s Cloud Directive and related Cloud Service Acquisition Process,  we ensure the protection of personal and institutional data stored and transmitted via these applications, and it assures that solutions comply with applicable laws, regulations, and standards.   

For more information, consult the Cloud Services page on the IT Services website.   

What are the available choices at McGill?  

Below is a list of available file sharing and collaboration solutions, with links to where you can learn more about them.  

MS OneDrive (cloud file storage) 

  • Most commonly used to store your files and working documents. 

  • Allows you to share files with peers and make live edits on the documents together. 

  • Available to all active students, faculty, and staff members, except for casual staff. 

 

Microsoft SharePoint Online  

  • Secure cloud storage and collaboration solution with additional communication features  

  • Available to active McGill students, faculty, and staff. 

  • External users may be granted access by SharePoint site owners.  

 

Microsoft Teams 

  • Platform that enables group communication via chatting, online meetings with video capability, and file sharing all in one place. 

  • Available to active McGill students, faculty, and staff, and guests. 

 

Alternative document storage solutions 

If you would like to acquire a specific software or cloud service, first consult the list of McGill Approved and Rejected Cloud solutions (McGill login required) to find out if a solution already meets your needs and if this solution is approved for everyone at McGill, or if certain restrictions apply.  

If the software or cloud service you wish to use is not on the list, or if restrictions apply, please complete the Software or Cloud Service Acquisition request form. 

For researchers: Tools for Researchers provides support and resources for using cloud services. 

Other tips for secure file sharing 

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