We all need to share data and information as part of daily life at the University, whether its research, committee papers, or names for the team away day. But with great data comes great responsibility. Please read on to make sure you are sharing smartly and securely.

The curious case of the overshared spreadsheet

You've just hit "send" on an email with a spreadsheet attached, listing student grades and feedback for your unit. But the spreadsheet contained more information than it should have, students' ethnicities, some staff names, and a few draft comments... And you've sent it to whole department mailing list instead of just your line manager. Argh. You now need to report this breach of personal data to dataprotection@bath.ac.uk .

Think before you share

So how could this have been avoided? Before you hit send, share, or print something out to give to someone, ask yourself:

• Does this person really need access to all of this data?
• Could I share a minimised or anonymised version instead?

Oversharing is a security risk, so only share what people need to do their job, and nothing more. Luckily, you don't have to figure this out alone, you can ask your Data Steward. They are your data subject matter experts and will know what to do, and who you can share with. Also, the University’s Information Classification, Labelling and Handling Policy can help you figure out who gets to see what.

Sharing data like a pro

If you had used OneDrive or SharePoint instead of attaching by email, you could have easily controlled who had access, changed permissions, and avoided the email drama altogether. It's also better for version control, backups, and preventing the dreaded Spreadsheet_V1.3_Final_USETHISONE.xlsx problems.

Secure platforms like OneDrive, Teams, and SharePoint let you:

• Control who sees what
• Update or remove access anytime
• Avoid unintentional forwards or attachments going astray... we've all accidentally done a Reply All!

For research data, where export control regulations might apply, storing and sharing via the right channels is a must. The Library’s Research Data Services team can help you navigate what’s needed post-publication or after your project ends.

Keeping things tidy

A few months later, you're working on a similar task, but there's been some changes to the team. New people joined, others left, but you forgot to check who still had access to the grades and feedback folder. A colleague who'd moved teams asked why they could still see it, and you realise the permissions had never been reviewed. You decide to set quarterly calendar reminders to regularly audit your shared documents. When someone leaves your team, make sure their access to team files is revoked. If someone leaves the University, ensure that relevant data gets transferred to a Teams channel or SharePoint site that others can still access.

Access all areas

You sit back on a Friday afternoon, pleased that only the relevant people have access to your files, and all permissions are in order. You get up to make a cup of tea to round off the afternoon. Here's the problem: you're in a shared space, there isn't library card access on the doors... And you've left your computer unlocked for anyone to use. It can take seconds for someone to access data they shouldn't through an unlocked screen, and you might be none the wiser.

So please don't do this (seriously, don't). Always lock your computer when you are away from your desk, even if you're teaching, in an office by yourself, or with trusted colleagues. Would you want someone accessing all your emails with HR? Your students' disability forms?

You can lock your PC instantly with the Windows key + L .

Summary

• ❌Don't overshare - minimise and redact where possible
• 📩 Email dataprotection@bath.ac.uk if you have accidentally shared personal data
• 👀Use OneDrive, Teams or SharePoint to have visibility of who can see what
• 📃Review permissions regularly, particularly when someone leaves the team
• 🔒Lock your screen (!)

Our next blog post will be on archiving and disposing data and information.