Secure Document Collection via Microsoft Teams

1. Purpose and Scope

This procedure outlines how to use the Request Files feature to collect documents from external institutions, protect data during file transmission, and ensure compliance with the Gramm-Leach-Bliley Act (GLBA).

2. Audience

This SOP is intended for designated personnel responsible for managing external document submissions, particularly those handling sensitive institutional data.

3. Prerequisites

Before initiating this procedure, ensure:

  • You are a member of the relevant Microsoft Teams channel. 
  • External User and Guest Sharing is enabled on the Team.
  • You have a list of institutions requiring upload access.
  • You understand GLBA requirements for data confidentiality and access restrictions.

4. Responsibilities

  • Team Members MUST create and manage upload folders and links.
  • External Institutions MAY upload documents but CANNOT view, download, or delete any files after submission.

5. Procedure

Step 1: Create a Folder in Teams

  1. Navigate to the appropriate Teams channel.
  2. Click on the Files tab.
  3. Select New > Folder.
  4. Name the folder uniquely for the institution (e.g., Uploads - InstitutionName).

Step 2: Use the Request Files Feature

  1. Right-click the newly created folder.
  2. Click Request Files from the toolbar.
  3. Enter a descriptive name for the request (e.g., GLBA Compliance Upload - InstitutionName).
  4. Microsoft Teams will generate an upload link.
  5. Share this link securely with the institution.


Use the Request Files Feature

Request files for this folder

Send File Request

Step 3:  Upload-Only Access

  • The Request Files link allows external users to upload documents.
  • Uploaded files are not visible or downloadable by the uploader.
  • This ensures confidentiality and aligns with GLBA data protection standards.

Step 4: Repeat for Each Institution

  • Create a separate folder and link for each institution.
  • Reusing links or folders across institutions is not recommended to avoid cross-access risks.

6. References

7. Definitions

  • GLBA: Is a U.S. law requiring institutions to protect consumer data.
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