When your employment or studies at the University of Jyväskylä come to an end, it is important to take care of the shared files. These instructions will help you make sure that important documents are still visible to the people you shared them with after the relationship ends, that the access rights for shared files are in order, and that the files are stored securely in the university's systems.
Shared files and their storage
Identify which files need to be shared with others. Shared files should not be stored in a single person's personal account (e.g., OneDrive or U: drive) if the files will be needed in the future.
When user rights expire, files stored in OneDrive and U: drives, as well as shared links to them, will stop working, unless ownership or location has been changed in advance.
Don't trust sharing links alone. Links may expire or disappear when a user's account is deleted. This also includes internal links in OneDrive and SharePoint. Instead of links, use group or team access rights. However, if you want to use a link, make sure that the file is in SharePoint and that several people have owner and editing rights.
It is recommended that shared files be transferred to the university's network drive (S: drive) or SharePoint, for example under the Teams channel.
- You can upload the file to the S: drive for your team to use (the S: drive is not usually available to students, only staff).
- Always save shared files:
- SharePoint site: https://jyu.sharepoint.com/_layouts/15/sharepoint.aspx or
- To the Files tab of the Teams team
These files belong to the group, not to an single person, and will remain even if the person leaves. However, remember to transfer ownership of the files and teams to someone else before your access rights expire.
Microsoft Teams and SharePoint -instruction.
Access rights to shared files
Update file permissions as needed before leaving, so that the right people have access to the files. The "Can edit" permission allows a person to edit the file and download it to their own computer. If necessary, set tighter permissions if no edits are to be made.
In SharePoint and Teams, add someone else as a group/team owner.
Ensure that data protection and file sharing comply with university guidelines. University cloud service guidelines.