Sharing & Protecting Your Data
While working, researching, or studying at the Ontario Institute for Studies in Education (OISE) and the University of Toronto, regardless of your role, you will regularly share files and information with peers, colleagues, instructors, and other members of the community. It is important to store and share information using secure, reliable networks and to make use of the University of Toronto's approved tools and systems to ensure content is handled appropriately and safely.
If you are unsure where to store a file, how to share information securely, or whether certain content can be shared, please contact Education Commons for guidance and support.
OneDrive
Audience: Staff, Faculty, and Students
Limitation: Content is retained only while users maintain an active status at the University.
OneDrive is a secure personal storage platform that allows you to store, access, and share files without the need for email attachments or physical storage devices. Files can be synced to your computer using the OneDrive desktop app or accessed through the online OneDrive website platform.
MyMedia
Audience: Staff, Faculty, and Students
Limitation: Content is retained only while users maintain an active status at the University.
Store and stream video and audio files in a secure University of Toronto-managed platform. Content can be shared easily using permanent links and embed codes, all through an intuitive web-based interface.
Data Sharing (Warnings, Errors, and Privacy Notices)
Beginning in Fall 2026, the University of Toronto and OISE will implement enhanced security measures to better protect institutional data, ensure compliance with University policies, and reduce the risk of accidental or unauthorized information sharing. As part of this initiative, credit card and SIN number information that is shared or stored in ways that do not align with University data security requirements may be identified and remediated.
These changes will affect several Microsoft 365 services, including Exchange Online (email), SharePoint, OneDrive, and Microsoft Teams (chat and channel messages). Community members are encouraged to review their stored content and sharing practices to ensure they comply with University guidelines for data storage, sharing, and security.
Cloud Storage Best Practices
Use Version Controls
Use version history to track changes and maintain document integrity.
Set Expiration Dates
Ensure to set access expiration dates on the document you share.
Monitor Access
Enable Versioning
Use versioning and log changes in a document to keep track of modifications and maintain document integrity.
