RCSJ Secure Document Collection: Uploading Files

1. Purpose and Scope

This procedure outlines how to securely upload files using the Request File link generated by RCSJ. Protecting sensitive data during file transmission ensures compliance with the Gramm-Leach-Bliley Act (GLBA).

2. Audience

This SOP is intended for external users (e.g., students, vendors, or clients) who receive a Request File link from RCSJ staff and internal staff responsible for collecting sensitive documents.

3. Prerequisites

Before uploading:

  • Ensure you have received a valid Request File link from an RCSJ staff member.
    • The links will start with “https://rowancollegesj.sharepoint.com”
  • Prepare the file(s) to be uploaded. If you have multiple files, we recommend zipping them for easier uploading; this step is optional.

4. Responsibilities

  • Requestor (RCSJ staff): Responsible for generating and sharing the Request File link securely.
  • Uploader (external user): Responsible for uploading the correct file(s) and ensuring no unauthorized access is attempted.

5. Procedure

  1. Open the Request File link
    • The requester may share the link with you directly or use the built-in request email service:
    • Email Sharing Email
  2. You will be directed to a secure upload page hosted in RCSJ’s SharePoint.
  3. Choose Select Files to browse and select the files you wish to upload.
    • Example upload page
  4. Choose + Add more files if to add additional files
  5. In the fields provided, enter your name
  6. Click Upload.
  7. To reduce the risk of unauthorized data exposure once uploaded:
    • You will not be able to view, download, or delete the file.
    • The files are stored securely and are only accessible to authorized RCSJ personnel.
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