Sharing documents with red information without sending them via email

Working with red (sesitive) information requires extra caution. If you want to know more about classifying information, you can read UiO's guide to data and information classification.

• Red information can be sent by email to UiO addresses, but the e-mail it must be labeled with a sensitivity label.
• Documents with red information should not be sent as email attachments but shared as a link from where they are stored. If the document is stored in MS365 (OneDrive, Teams, SharePoint), it must be labeled with a sensitivity label. Also, see the UiO data storage guide for proper handling of red information. 

 If you want to know more about why it's better to share a link instead of sending an attachment, you can read "Why share a link to a document instead of sending it as an attachment."

Here are some tips on how to share documents without sending them as email attachments, with particular attention to documents containing red information.

Note: Documents that contain red information and are stored in MS365 (SharePoint/Teams/OneDrive) MUST have a sensitivity label. 

Applying sensitivity labels to Office documents

• See the guide on how to apply a sensitivity label to Office documents.

Use shared disks (fellesomr?der)

A solution for working with and sharing documents containing red information is to store the documents in access-restricted shared areas. This is a good solution for handling such documents. The documents can be shared by sending a link to them via email or chat. Only those who have access privileges to the shared area will be able to open the link.

This is a better and more secure solution than sending documents via encrypted email (email with a sensitivity label). Documents with red data stored in shared areas do not need to have a sensitivity label (encryption) and can, therefore, be directly transferred to the archive solution. It is important that shared areas used for storing documents containing red information are access-restricted to the correct persons.

If you need help creating a shared area or checking the access privileges of a shared area that you and your team/group are using, contact IT Help, UiO's central user support.

Use Teams

Teams is also a good place to store documents because it is easy to collaborate here. Documents in a Teams team automatically inherit the same permissions set for the team, unless otherwise specified on a subfolder or directly on a document.

Note: If you are going to store documents with red information in Teams, you must apply a sensitivity label to them. If you need to work with red information in Teams, it might be simpler to create a Team with group-managed access. This way, you won't have to add individual users when applying a sensitivity label, but you can add the group instead.

The documents can be shared from Teams by sending a link to them via email or chat. Only those who are in the team or have individual access privileges to a document will be able to open the link.

If you need help creating a team with group-managed access, contact IT Help, UiO's central user support.