Best Practices for Sharing Google Docs

Link-Based Sharing vs. Invite-Based Sharing

Link-Based Sharing

Selecting the default “get shareable link” option gives access to  the file with everyone in our SDMA domain including students. You can also share files outside our domain by choosing “anyone with the link” or “public on the web.”  While you may only publicize the link with your intended audience, your file is still searchable.

Link-based sharing is a quick and easy way to circulate documents in your Drive. Consequently, it also poses the greatest security risk to our data if misused or misunderstood because it often results in unintentional sharing of confidential or sensitive information internally.

Invite-Based Sharing

Alternatively, the most secure way to disseminate file access is by invite. This selection requires you to type in the name or email address of those with whom you wish to share the file. This requires the recipients to be signed-in to their appropriate Google account to view or edit the shared document. To make this process more convenient, you may type in existing Google Groups. Typing in “High School Staff,” for example, will quickly share your document with everyone in that email group. For sensitive data, invite-based sharing either individually or by Group is highly encouraged in lieu of link-based sharing options. Additionally, by clicking “Advanced,” you receive the options to “Prevent editors from changing access and adding new people” and “Disable options to download, print, and copy for commenters and viewers.” These features further ensure that you retain control of your most sensitive data.