Check before you share

Match the recipient, amount of information, and sharing method to the work.

Before sending or granting access, check who needs the information, whether each recipient is the intended audience, and whether the method is approved for that information. If you cannot confirm the audience or the right method, pause and ask the responsible team through an approved work channel.

A short summary or the whole file?

Fictional Northstar Works example.

Narrow, verified audience

A coordinator confirms that three named collaborators need the date and agenda decisions from a project meeting. They share a brief summary using an approved method.

  • The recipients match the task.
  • The shared content is limited to what they need.

Broad, unverified audience

A request asks for the entire project folder to be forwarded to a broad group whose membership has not been checked. The request does not explain why everyone needs access.

  • Pause rather than forwarding the folder.
  • Verify the request and check the approved sharing method.

Run a pre-share check

Use these questions before sending a file, message, or access invitation.

  1. 1

    Recipient: can you identify who will receive or access the information?

  2. 2

    Scope: are you sharing only what those people need for this task?

  3. 3

    Sensitivity: does the information require a particular approved handling method?

  4. 4

    Method: is this channel or access method approved for this information and audience?

  5. 5

    If anything is unclear, pause and ask the responsible team through a known work channel.