Own Your Online Presence

September 29, 2018

Owning your online presence is actively managing privacy and security, and staying current with new ways to stay safe online. Available tools, such as privacy and security settings, help manage who sees the things you post online and with whom you share information.

TAKE ACTION by completing one of these steps to own your online presence:

  1. Perform a GOOGLE SECURITY and PRIVACY CHECKUP here: https://its.ucsc.edu/google/security.html
  2. Check share settings of Google Drive folders and team drives:
    1. Especially if sensitive content is stored
    2. Consider individuals who have left the team/unit/campus
    3. See LIMIT SHARING ACCESS here: https://its.ucsc.edu/google/security.html
    4. See Share and collaborate here: https://its.ucsc.edu/google/drive.html
  3. Perform a security Check for Google Groups:
    1. https://its.ucsc.edu/google/groups-security.html


Why is it important?

What you may not realize is that there is probably more of your personal information floating around in cyberspace than you think. Everything, from what you post on social media and your browsing habits, to the information organizations collect about you leaves a digital footprint. The things you do online make an impact offline. You can create a strong and positive online reputation by taking steps to better manage your privacy and protect your personal information.

Many employees also have access to sensitive university information, such as student or financial records. Don't store this data on a local machine unless necessary. When storing this data in a file server or Google, be intentional about who it is shared with. Do they have a business need to access this information?

How do I own my online presence?

Be aware of what’s being shared

Set the privacy and security settings on web services and devices to your comfort level for information sharing. It’s OK to limit how and with whom you share information.

Share with care

Think before posting about yourself and others online. Consider what a post reveals, who might see it and how it could be perceived now and in the future.

UCSC uses the core Google Apps. through the UC contract with Google. Sharing and collaboration is built into Google Apps. Consider the default share settings and proactively set access levels and availability of files and information. Be intentional with share settings especially when sensitive content is involved.

For more information: https://its.ucsc.edu/google/coreapps.html

The default settings of these core Google Apps. is as follows:

  • Calendar - entire UCSC domain can see all event details
  • Drive - private, until you choose to share
  • Sites - private, until you choose to share
  • Groups - private to the group
  • Hangouts - private, and can choose to turn off history