Policy and Procedure: Google Drive, Dropbox & OneDrive Usage

Purpose: This policy outlines the proper use and authorization process for Google Drive and Dropbox to ensure data security, confidentiality, and compliance with company policies.

Guidelines:

Authorized Use:

• Google Drive and Dropbox may only be used for business-related purposes and with explicit authorization from the IT department.

Sensitive Data:

• Do not store highly sensitive or confidential data on Google Drive or Dropbox without proper encryption and authorization.

Data Backup:

• Critical business data stored on Google Drive or Dropbox should be regularly backed up to company-approved backup systems.

Sharing and Collaboration:

• Exercise caution when sharing files and folders. Limit access to only those individuals who require it for business purposes.

Security Measures:

• Utilize strong passwords for Google Drive and Dropbox accounts and enable two-factor authentication whenever possible.

Unauthorized Use:

• Unauthorized use of personal Google Drive or Dropbox accounts for business purposes is strictly prohibited.

Procedure:

Authorization Request:

• Employees seeking authorization to use Google Drive or Dropbox for business purposes must submit a request to the IT department.

Approval Process:

• The IT department will evaluate the request, considering business need, security implications, and compliance with company policies.

Training:

• Employees authorized to use Google Drive or Dropbox will receive training on proper usage, security measures, and compliance guidelines.

Monitoring:

• The IT department will periodically monitor the usage of Google Drive and Dropbox to ensure compliance with policies.

Purpose:This policy outlines the proper procedures for staff accessing services and subscriptions where access is granted. It aims to prevent unauthorized usage and ensure proper reporting and discussion of such access.

Guidelines:

Discouraged Usage:Accessing services and subscriptions without proper authorization is strongly discouraged.

Authorization Process:

• Staff seeking access to new services or subscriptions must discuss the need with their supervisor and obtain approval.

Reporting Unauthorized Access:

• If staff becomes aware of unauthorized access or usage of a service or subscription, it must be reported to the IT department immediately.

Security Measures:

• When granted access, staff must adhere to all security measures and guidelines provided by the IT department or service provider.

Procedure:

Discussion and Approval:

• Staff members must discuss the need for access to new services or subscriptions with their supervisor, providing justification and details.

Approval Process:

• Supervisors will review the request and, if approved, forward it to the IT department for further evaluation and implementation.

Training and Guidelines:

• Staff granted access must undergo any necessary training and adhere to guidelines provided by the IT department or service provider.

Reporting Unauthorized Access:

• If staff becomes aware of unauthorized access or usage, they must report it immediately to the IT department.

Monitoring and Review:

• The IT department will periodically review access to services and subscriptions to ensure compliance with policies.

By following these policies and procedures, staff members acknowledge that they have read, understood, and agree to comply with the guidelines outlined.

Violations of these policies may result in disciplinary action, up to and including suspension of access to company systems or termination of employment.

These policies and procedures will be reviewed regularly to ensure their relevance and effectiveness. Amendments, if necessary, will be communicated to all relevant parties.

For your informations here are other services that you may encounter in the online storage arena:

Microsoft OneDrive:

• Offers cloud storage integrated with Microsoft Office applications.

Dropbox:

• A widely used cloud storage service with collaboration features.

Box:

• Focused on secure file sharing and collaboration, especially for businesses.

Amazon Drive:

• Amazon's cloud storage service, offering file storage and backup.

Apple iCloud:

• Provides cloud storage for Apple users, syncing data across devices.

Sync.com:

• Known for its strong emphasis on security and end-to-end encryption.

pCloud:

• Offers cloud storage with additional features like file versioning and encryption.

SpiderOak:

• A zero-knowledge cloud storage service known for its strong security measures.

Tresorit:

• Focuses on secure cloud storage and collaboration with end-to-end encryption.

Mega:

• Provides cloud storage with a strong focus on privacy and encryption.

Nextcloud:

• A self-hosted cloud storage solution for those who prefer to manage their own infrastructure.

OwnCloud:

• Another self-hosted cloud storage platform with file synchronization and sharing capabilities.

Syncplicity:

• An enterprise-grade file sync and share solution with a focus on security.

Zoho Docs:

• Part of the Zoho suite, offering file storage and collaboration tools.

Resilio Sync:

• Formerly known as BitTorrent Sync, it uses peer-to-peer technology for file synchronization