File Sharing and Storage
The primary platform for institutional file sharing at Hasan Kalyoncu University is Google Drive, provided under Google Workspace.
1. Drive Usage Rules
- Drive is used exclusively for academic, administrative, and educational data.
- Personal / sensitive data (ID copies, health reports, banking information, etc.) may not be uploaded without authorization.
- Transferring institutional data to personal Drive accounts is prohibited.
- Ownership defaults to the uploading user; transfer of ownership is mandatory upon staff departure.
2. Default Sharing Rules
| Sharing Type | Default |
|---|---|
| Within the same domain (hku.edu.tr / std.hku.edu.tr) | Enabled |
| Anyone with the link | Disabled (enabled only with justification) |
| External email invitation (outside domain) | Enabled for staff, disabled for students |
| General internet sharing (anonymous) | Disabled |
Best Practice: When sharing, use specific email addresses rather than “anyone with the link”. Enable the expiry date (time-limited sharing) feature.
3. Storage Quotas
- Student: 15 GB (shared across Gmail, Drive, Photos).
- Staff: 30 GB (can be increased with unit approval based on need).
- Group (shared) drives: 100 GB default; increased per project basis.
- Shared email accounts: 30 GB.
4. Secure Sharing Steps
- Determine the classification level of the file to be shared (Public, Internal, Confidential).
- Right-click the file and select “Share”.
- Add only the email addresses of people who genuinely need access.
- Select the appropriate access level: Viewer, Commenter, or Editor.
- If necessary, disable downloading, printing, and copying from the Advanced settings section.
- Set an access expiry date.
- Periodically review the access list after sharing.
5. Prohibited Content
- Books, articles, software, videos, or music files containing copyright violations.
- Special categories of personal data covered by KVKK (health, biometric, religion, political views, etc.) without authorization.
- Malware, cracks, keygen files.
- Materials containing third-party trade secrets.
- Discriminatory, offensive, or illegal content.