Documents in Google Drive can just be shared or shared and findable. A shared document is one that you are giving a specified person or group of people access to. If you don’t have the link to the document or the document isn’t shared exclusively with you then you can’t access it. In other words you have to specifically been given permission to see the document.
A findable document is one that anyone with an @mtroyal.ca email address can search for. All they need to do is enter a term in the search field in Google Drive and Google will find all the documents that contain that term in the filename or contents. Therefore they don’t need to have the link to access the document, they can just search for it.
Currently, the option to make a document findable is buried in the settings wheel that is only accessible when you want to generate a document link that can be used by members of the Mount Royal University group.
This makes it difficult to accidentally make a document findable. However, a few years ago this option was part of a drop down that included other sharing permissions. This made it much easier to select it when you didn’t intend to. The good news is, only MRU community members can search for the document. The general public cannot. So if you accidentally made the document findable, you are somewhat protected.
Now for more good news. While there is no easy way to determine which documents have been shared. There is an easy way to determine which of your documents are findable, just type owner:me source:domain in the Google Drive search bar and press Enter on your keyboard. It will bring up all the documents that you own that are marked findable. As a document can’t be findable unless it is shared with the whole campus, this should help you track down some of your accidentally shared documents and folders as well.
You are welcome!
This week the phishing training program resumed. This gave everyone a chance to use the new PhishAlarm button to report the suspicious emails. For most of you, it worked great!. For some of you, not so much.
As the PhishAlarm button is a browser based tool (it works through your web browser), it can act up when your browser acts up. This is true for all browser based tools. When this happens it can usually be remedied by clearing your cache.
Your cache is where images and content are downloaded and stored. Your browser does this to save time loading a web page. The first time you visit it, it will load some key information into your cache. The next time you visit that page, instead of downloading it from the internet again, it goes to the cache and loads it from there. This makes the webpage load much faster. This is true whether the page is a just a boring website or a web based application.
So the next time the PhishAlarm button gives you an error message or any other web based application gives you trouble, clear your cache. It will empty all the information stored there and download it from the Internet again. This basically resets the application and it usually starts working. For details on how to clear your cache, check your browser’s help files.
With the move to working from home, many of our business processes have changed. For example, documents that we used to save on the J: drive have had to be moved to the Google Drive to ensure everyone has access to them. However unlike the J: drive where everything saved on it is viewable only by your colleagues in your department, the Google Drive allows you to share a single file or a whole folder with anyone. To quote Winston Churchill
Where there is great power there is great responsibility…
It has come to our attention that many of you are struggling with this power. We have found there are many documents sitting in the Google Drive that are viewable by anyone with a Mount Royal email address that really shouldn’t be. Submitted student assignments, job offer letters and lecture recordings are just some of the documents that are viewable by the entire MRU community.
We appreciate that you are doing the best that you can with what you have. We have all been thrown into a working situation that none of us were expecting. In the middle of which, Google decided to change its file sharing dialog box. So even if you were familiar with how to share files, you have had to relearn it. Throw in Shared Drives and it is no wonder so many documents are viewable by the wrong people.
If you have read this far and are thinking, “I know how to share files, I am sure that no one has access to them who shouldn’t”, please take a moment to check the sharing permissions on your files that contain sensitive information. As I said before, Google has changed their Sharing dialog box and we have oodles of sensitive documents that are viewable by the whole campus. You may think that your documents are secured, but they may not be. Don’t assume, check.
If on the other hand you have read this far and tears of frustration are streaming down your face, I come with a message of hope. File sharing is easy once you understand a few key concepts.
The Google Drive is one massive server
When you save or create a document on the Google Drive, you are placing it on a huge server that the whole world has access to. You only see the files and folders that you have been given permission to see. By default that is all the files and folders you create. The same is true for anyone else who uses Google Drive. So when you create or save a document to the Drive, is it unviewable by anyone except you until you share it with someone else.
A document has the same sharing permissions as its folder
When you save or create a document in a folder, it takes on the sharing permissions of the folder. To help you keep track of which folders you have shared and which you haven’t, Google gives you a confirmation dialog box to remind you that the document you are creating in a folder will be shared.
It also gives you one when you move a document to a folder that is shared.
Unfortunately, it does not give you a reminder when you upload a file into a shared folder. How do you remember which folders are shared and which aren’t? It can be confusing. A neat little trick I use is color coding. I color all the shared folders red. That way I can quickly and easily see which folders are viewable by others and which are only viewable by me.
Any folder in the Shared with me section may be viewable by others
When someone shares a document with you, it appears in your Shared with me section of your Google Drive.
Any folders found here were not created by you. If they are shared with you, they likely are shared with other people as well. Before you create or add a file to one of these folders, check its sharing permissions so you know who will be able to access your document.
Documents in Shared Drives may be shared with people who are not members
When Shared Drives first came out, they were called Team Drives and only people who were members of the Team could access the documents. Google has updated this feature. Along with a new name, you can now share folders and files in the Shared Drive with people who are not Team Members. Once again, this makes it challenging to determine which folders are shared with who. Unfortunately you cannot change the color of the folder icon in Shared Drives. Instead, ask all Team Members who create folders to put SHARED in the folder title if it is shared with people outside the Team.
The fewer people that have access to a document, the more secure it will be
Only share a document with the entire Mount Royal community or everyone who has a link, if that document really needs to be accessible by all those people. There is no need to share a contact list with the whole campus when only your department needs access to it. Don’t share a recording of your lecture with the whole campus if only your students need to access it. As soon as you open up document access to a large audience, you start to loose control over its contents. Before you know it, you have people contacting you asking for more information about about a topic that they should have no knowledge of. Keep your documents secured, only share them with those who absolutely must access them.
I hope that this information has cleared up some of the confusion around safely sharing files on Google Drive. For details on how to share files, visit the Google Drive Help webpage.
Next week we have two events being held. September 22, 2020 is the Protecting yourself against cybercrime 2021 workshop from 2:00 pm to 3:30 pm. This is a great opportunity to complete your mandatory training and ask as many questions about cybersecurity as you like.
If you are not able to make the training but still would like to discuss cybersecurity, join us for the Cybercafe on September 24 at 3:00 pm. For 30 minutes you can ask all your burning cybersecurity questions. Our Security Administrator will be joining us, so the questions can get as technical as you like. While you can ask anything you like, I will also be presenting a current news item as a topic of discussion. Check back on September 23 to see what that topic will be.
See you there!
All malware is not created equal. This week a particularly devious piece landed in an MRU inbox. It was wrapped up in a zip file attachment. Here is what the malicious email looked like:
This malicious email is hard to identify as it contains a previously sent email thread. Interestingly enough, there is no human behind this email. It was sent by malware. When it gets on your machine it picks an email in your inbox and replies to it. Sending a copy of itself to an unsuspecting recipient.
The email is generic enough to work with pretty much any email. However it is the vagueness that flags it as suspicious. The other tell is the sender’s email address. Because this is malware and not a person sending out the email, the sender’s email address is incorrect.
If you decide to click and open the attachment, you see an Excel spreadsheet with this in the first cell.
If you missed the other two red flags, this one is your last chance to dodge the bullet. This very official looking graphic is asking you to enable editing and content to be able to “decrypt” the document It is also telling you what type of device to use to view it. Anytime you have this kind of instruction given to you to view a document, close it immediately and report it.
The instructions are not there to enable you to view the document. They are there to ensure the malware can be installed and will function. By asking you to enable editing and content, it is bypassing the safety controls we have in place to prevent the running of macros. It is not “decrypting” anything. If you can’t open a document just by clicking on it, consider it a threat.
This is another reminder how important it is to check the sender’s email address before you open an attachment or click on a link. If you recognize it, contact the sender using another method and confirm that they sent the email. If you don’t recognize it, don’t click. You wouldn’t take candy from a stranger, you shouldn’t take attachments from them either; no matter how enticing they are.
I know it is hard to believe, but it has been five months since all of us were sent home to work and attend classes. Being jettisoned into a working from home environment with little preparation has its challenges. With the lines between work/school and our personal lives being blurred, it is normal for our file management to become a little chaotic. The introduction of the new VPN service in the middle of all that certainly didn’t help. I helped over 51 people transition to GlobalProtect. Now that things have calmed down a bit and it is apparent we are going to be working from home for the foreseeable future, I thought a few file management tips would be helpful.
Give everyone their own profile on shared computers
Not everyone has the ability to have a separate computer for every member of the family. Often we have to share with others in the household. By creating a separate profile for each person, you limit what they can access. To use the computer they login to their profile which is secured with a password. What applications they can use and what documents they have access to depends on which user profile they are logging into. While this doesn’t completely protect your data, it does limit the damage that can be done. You can find more information on setting up user profiles on How To Geek.
Use a different browser for work
Keeping your work/school and personal life separate is not easy when you are using the same computer for both. If you have a personal Gmail account, you have seen how easy it is to accidentally send an email to your boss/instructor with your personal email address and save that report you were working on in your personal Google Drive. Both confuse your colleagues/instructors into thinking you are a hacker trying to gain access to the network. As well it makes it difficult for you to find things.
By using a separate browser for work/school, all your work bookmarks are in one easy to find place. In addition when you send an email or save a document, it will be your Mount Royal email and Google Drive login credentials that will be auto-filled rather than your personal ones.
Save your documents in Google Drive or the MRU Network
When we are in a hurry, it is easy to click the Save button and then put that document on the default drive. Unfortunately, that is often the C: drive or your desktop. If your hard drive crashes, the files will be lost unless you back them up onto another drive. In addition, if you are an employee due for a new machine, you will loose any data stored locally. Remember, IT Services does not back anything up when they replace your machine.
Make your life easier, save files on your MRU Google Drive. If you find the Google Drive too onerous to use, download Google Drive File Stream. It will add a G: drive to file explorer allowing you to save and open documents just like you do with the C: drive. A Mac version of Google File Stream is also available.
If you don’t like using the Google Drive, you can download files from the MRU network using Webfiles. Once your work is done, don’t forget to upload them back onto the network. Remember files left on your C: drive or desktop are vulnerable. Don’t leave them there.
Limit access to shared documents to those with a Mount Royal email address.
If you are sharing documents with colleagues, instructors or students; limit who can access them by choosing to share them with those who have a Mount Royal email address or a specific email address. This ensures that even if someone outside of the University community gets a hold of the link, they cannot access the document.
If someone requests access to this document later on, deny them access and remind them to use their Mount Royal login credentials to view it. This prevents hackers who are using a generic Gmail account from impersonating a colleague, instructor or student and tricking you into giving them document access.
If you have VPN access don’t download files to your home machine
Some eomployees need VPN access to remote in to their MRU workstation. If you have this type of access, you are working with sensitive data. That data must stay on the Mount Royal network. Do not download it to your machine at home.
Remember to give yourself a pat on the back
We are all working in less than ideal conditions trying to deliver ideal results. I hope these tips make that a bit easier. Don’t forget to give yourself a pat on the back for doing a great job. You rock!
It’s that time of the year again. Last year’s cybersecurity awareness training is being archived and the new training program is being launched. This year we not only have a new program, but we have a brand new tool to deliver it, The Security Education Platform by Proofpoint.
Thanks to this new tool, we are able to mandate cybersecurity awareness training for all employees! While everyone has access to the online training tool, depending on your role you may be able to take a workshop to meet your training requirement. On Monday, August 17 the new training goes live!
If you have any questions about the new training platform, contact me at email@example.com or call me at 403-440-6329.
Employees who are set up to use ‘remote desktop’ will need to save their work and power down their campus PCs from home 8 p.m. on Sat., July 18 for an annual maintenance shutdown. PCs will automatically be turned on the following morning at 8 a.m. Employees who are working on campus will need to power down their PCs and empty fridges of any perishables before leaving work on Friday, July 17.
Currently, people across the University use the Pulse Secure VPN also referred to as SRAS to create a secure encrypted connection between their home machine and their MRU workstation. Unfortunately, budget constraints are requiring us to move to a more cost effective service. The new service is called GlobalProtect. The good news is, it is more powerful and easier to use.
The move from Pulse Secure/SRAS to GlobalProtect is happening in phases. Although everyone on campus who has access to Pulse Secure will also have access to the new service, you aren’t required to move over until you have received a notification with instructions on how to install, configure and use the new service.
The Working Off Campus webpage has everything that you need to know about the move and how to use the new service including user manuals and a list of FAQs. As always, you can contact the Service Desk for support.
We know that working from home is frustrating enough without having to deal with a new service, unfortunately it couldn’t be helped. We apologize for any inconvenience.
With the Phish Bowl up and running I don’t do many posts about phishing emails any more. However one showed up on campus this week that provides such a great teaching opportunity, that I had to write about it.
Here is the offender:
To make things even more confusing, the email links to a legitimate Google Form. Clicking on the Fill Out Form button, does indeed take you to a Google form. Nothing malicious is loaded onto your machine and the form looks like a completely legitimate evaluation form, with one exception. It asks for your Microsoft ID and password.
Any time any form asks you for a password, no matter how legitimate it looks, exit the form immediately. If you do enter your credentials and then realize that you shouldn’t , change them immediately.