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Knowledge base · Software

Saving and sharing files safely

Where to store work files and how to share them without putting data at risk.

4 min read · Updated 7 June 20XX · For All staff

Storing files in the right place keeps your work backed up, findable and secure.

Where to save

  • Team files → the shared Team drive for your area. These are backed up and your team can find them.
  • Your own work in progress → your personal Nexus cloud folder.
  • Never save work files only to the desktop, a USB stick, or a personal cloud account — they aren’t backed up or controlled.

Naming files

Use clear, consistent names so others can find them, for example: 20XX-06-25_Bourke-St_stocktake_v2.xlsx. Include the date, topic and a version if it matters.

Sharing safely

  1. Use Share inside the app rather than emailing attachments — it keeps one current version.
  2. Share with specific people, not “anyone with the link”, especially for sensitive content.
  3. Give the least access needed — “view” unless they need to edit.
  4. For personal information, check you’re allowed to share it and with whom.

Sending sensitive files externally

Password-protect or encrypt sensitive files before sending them outside Nexus, and send the password by a separate channel (e.g. a phone call). If you’re unsure, ask the Service Desk.

Related policy: IT Security & Acceptable Use.

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