Hasan Kalyoncu University Bilişim Teknolojileri Hasan Kalyoncu University
TREN

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

  1. Determine the classification level of the file to be shared (Public, Internal, Confidential).
  2. Right-click the file and select “Share”.
  3. Add only the email addresses of people who genuinely need access.
  4. Select the appropriate access level: Viewer, Commenter, or Editor.
  5. If necessary, disable downloading, printing, and copying from the Advanced settings section.
  6. Set an access expiry date.
  7. 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.
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