University Decision Support
Document Management Guidelines
The purpose of these guidelines is to assist our community in selecting an appropriate solution when managing University documents. If you are unsure which tool to use for a project or team collaboration, please consult with your supervisor.
These guidelines must be used in combination with Northeastern’s Data Classification Guidelines.
For any use of an AI application you must consult the Policy on the Use of Artificial Intelligence Systems.
An underlined Application names indicates a hyperlink to a resource page with additional information.
Any system not appearing in the table below is not permitted for university business unless a written exception has been granted by Information Technology Services.
Document Management Guidelines – Last Updated: May 6, 2026
| Category | Application | Highest Lock Level Allowed |
|---|---|---|
| Artificial Intelligence | Claude | 3 Locks – Only if Exception Approved by Information Security |
| Artificial Intelligence | Co-Pilot | 3 Locks – Only if Exception Approved by Information Security |
| Backups | Code 42 | 4 Locks |
| Calendar | MS Office Outlook Calendar | 2 Locks |
| Cloud IaaS | Amazon Web Services | 3 Locks |
| Cloud IaaS | Azure | 4 Locks |
| Document Management | Google Drive | 3 Locks |
| Document Management | MS Office OneDrive | 4 Locks for Internal. For External sharing, exception required from OIS for 4 Locks |
| Document Management | MS Office SharePoint | 4 Locks for Internal. For External sharing, exception required from OIS for 4 Locks |
| Document Management | Northeastern Departmental (Q:) Storage | 4 Locks |
| Document Management | Northeastern Library Digital Repoistory Service | 1 Lock |
| Collaboration Tool | Confluence | 2 Locks |
| Collaboration Tool | Jira | 2 Locks |
| Collaboration Tool | Miro | 2 Locks |
| Collaboration Tool | SmartSheet | 3 Locks |
| Content Management | CampusPress | 2 Locks |
| Content Management | Panopto | 2 Locks |
| Electronic Data Capture | Northeastern-hosted REDCap | 4 Locks |
| Electronic Signature | Adobe Sign | 4 Locks |
| Electronic Signature | Docusign | 4 Locks |
| MS Office Outlook | 4 Locks | |
| Meeting, Audio, Messaging | MS Teams | 4 Locks |
| Meeting, Audio, Messaging | Zoom | 3 Locks |
| Reporting Tools, Data Analysis and Visualization | Snowflake | 4 Locks |
| Reporting Tools, Data Analysis and Visualization | Tableau | 3 Locks – Only if Exception Approved by Information Security |
| File Transfer | Globus | 3 Locks |
| Printing | Papercut | 4 Locks |
| Spreadsheet | Excel | 4 Locks |
| Survey | Microsoft Forms | 3 Locks |
| Survey | Qualtrics | 3 Locks |
| VPN | GlobalProtect | 4 Locks |
Frequently Asked Questions (FAQ)
Can I use non-Northeastern cloud storage solutions such as Dropbox or Box?
No. Only storage locations approved by Northeastern should be used to support University business. Without a contractual relationship with these providers, Northeastern cannot assure minimum security requirements are met. Use of these systems for University business is in violation of the Policy on Appropriate Use of Computer and Network Resources and Policy on Confidentiality of University Records and Information.
How can I share documents with external users?
To the extent possible, avoid sharing Lock 3 and Lock 4 data externally. When necessary, choose a method that gives you the most control over access and security, such as Microsoft Teams or OneDrive. Never post sensitive documents publicly.
What will happen to my documents when I leave the University?
Documents on OneDrive and Google Drive will be removed upon termination. As part of offboarding, all documentation should be transferred to your supervisor. Documents on SharePoint will not be removed.
How do I share files using OneDrive?
Visit the ITS Knowledge Base for instructions on sharing files with OneDrive.
How do I set up a Q Share (Departmental Network Share Storage)?
Visit the ITS Knowledge Base for instructions on requesting network storage (Q: Drive).
How do I use NU Affiliated Google Docs?
Minimal Google Drive support is provided to active Faculty and Staff. We highly recommend using OneDrive or SharePoint instead. Visit the ITS Knowledge Base for instructions on moving files from Google Drive to OneDrive.
How do I request a SharePoint site?
Visit the ITS Knowledge Base for instructions on requesting a SharePoint site.
How do I obtain approval prior to sharing or collaborating with external users?
Consult with the Data Classification Guidelines on recommended practices. For Lock 4 data, the Office of Information Security must grant an exception. For Lock 3 data, individuals sharing this data must have authorization from their manager and/or relevant offices as necessary (e.g., Registrar, Human Subject Research Protection, Office of Information Security).
How can I set up workflow to share documents?
Request a consultation with the ITS Digital Solutions team to discuss your needs and find the best solution.