Office 365: Key Practices for Safe and Secure Use By Mr. B

M3: Read - MicroSoft 365 Best Practices

By Mr. B

Key Practices for Safe and Secure Use

Introduction
Standard: 9-12.AP.PD.4 - Program Development: Evaluate and refine computational artifacts to make them more secure, reliable, and efficient.

This standard focuses on evaluating and refining how digital artifacts (such as shared files and storage systems) are managed for security and efficiency, which applies to the secure use of cloud-based systems like OneDrive.

Objective

• Students will understand the security risks and best practices associated with using cloud-based storage systems like OneDrive. They will learn how to secure their devices and networks while sharing files responsibly.

​Success Criteria:

• Recognize Cloud Storage Risks

• Implement Device and Network Security

• Apply File Sharing Permissions

• Perform Regular Security Audits

​Learning Criteria:

What Student's Will Learn...

• ​Accurately Identifies Security Risks

• Implements Security Practices

• Manages File Permissions

• Conducts Security Audits

Match

• Microsoft OneDrive is a secure, cloud-based storage

• Data is stored in U.S. servers, encrypted both in transit and at rest.

What Would be some potential KEY RISKS?

(Match the following)

• Accessibility Risks

• Security Governance

• Data Privacy Concerns

• File Sharing Risks

Data stored in the cloud can be accessed

Policies must be enforced to protect sensitive information

Unauthorized access can lead to data breaches

Individuals mistakingly share files

• Data stored in the cloud can be accessed

• Policies must be enforced to protect sensitive information

• Unauthorized access can lead to data breaches

• Individuals mistakingly share files

FERPA, HIPAA/PHI, and PCI data should not be stored in OneDrive.

​Do Not Store Confidential Information

"What Is The Difference Between FERPA And HIPAA?"

Appropriate File Storage

Multiple Choice

What does FERPA primarily protect?

• Healthcare information

• Educational records

• Credit card data

• Employment history

Multiple Choice

What type of information does HIPAA protect?

• Student grades

• Financial records

• Protected health information

• Public service records

Multiple Choice

Under FERPA, who has rights to access a student’s educational records?

• Healthcare providers

• Credit bureaus

• Parents or eligible students

• Employers

How to Use OneDrive Securely

1. Secure Workstations:

   • Install virus/malware detection software.

   • Run a firewall that blocks inbound traffic.

   • Keep systems and software up-to-date.

   • Avoid logging in as an administrator unless necessary.

   • Password-protect devices and use screen saver passwords.

Use Alternative Storage Options To Secure Data

For specialized needs use LTS Digital Data Storage Tools
or

Build your own CLOUD!

Poll

Would you like to learn how to build your own cloud for data storage?

• Yes, I'm All In!

• Not interested at the moment

• I already know, but wish to learn more!

​Network Security

Use Secure Connections:

• Use your school’s network: When on campus, always connect to the school’s wired network or secure WiFi (like uwec.edu WiFi) because it’s safer.

• Be careful with public WiFi: If you're using WiFi in a public place (like a coffee shop), follow safety tips to protect your information. You can also make sure your home WiFi is secure by setting a strong password and not sharing it with others easily.

These steps help keep your data and personal information safe online.

Exercise Caution:

• Be mindful when sharing files—use specific individuals rather than "everyone" or "public."

• Adjust sharing permissions: Change "Can edit" to "Can view" if necessary.

• Avoid sharing entire folders when only specific files are needed.

​​File Sharing Guidelines

​Quarterly Review: Regularly review and update sharing permissions.

• Remove access for individuals who no longer need it.

​​Sharing Review

Multiple Choice

What is a common security risk when using cloud storage?

• Limited storage space

• Accidental sharing of sensitive files

• Faster access speeds

• Backup files being deleted automatically

Multiple Choice

What is the safest way to share files in cloud storage?

• Sharing the link with everyone

• Using "Can edit" permissions for all files

• Sharing files only with specific individuals and adjusting permissions

• Uploading files to a public folder

Fill in the Blanks

A good practice when sharing files on cloud storage is to set the permission level to "____ ____" if you want others to just see but not edit the file.

Mr. B

"Protect your data like it’s your favorite snack—don’t let anyone take a bite without permission! Stay smart, stay secure!".

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