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Manage file sharing in Microsoft 365

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At UQ, we have a responsibility to handle UQ data, information and records according to the requirements outlined in the Data Handling Procedure.

We need to take action to secure internal documents in line with relevant UQ procedures and our information security classifications to ensure we do not have avoidable data breaches.

While Microsoft 365 provides a secure, cloud-based platform for storing and sharing files, we need to ensure that it is only accessible to authorised individuals.

  1. Restrict access to documents
  2. How to share files in Microsoft 365
  3. Run a OneDrive sharing report to identify your shared files in Microsoft 365
  1. Run a sharing report for a Microsoft Team to identify shared files in Microsoft 365
  2. Revoke access to your shared files in Microsoft 365
  3. What happens to shared OneDrive files when the owner leaves the university?

6. What happens to shared OneDrive files when the owner leaves the university?

When a user leaves UQ, their UQ account is archived 14 days after their employment end date. After this time, they will not be able to log into their UQ account to access OneDrive. 

Therefore, it is important for the user to move any OneDrive documents they wish to keep before their UQ account is archived. They can do this by sharing the document to staff members, who may then make a copy. Alternatively, they can upload a copy of the document to a shared storage solution like Microsoft Teams. 

Data stored on OneDrive is permanently deleted 90 days after their employment end date.

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