GCDocs for protected digital files
We put files with protected personal information on GCDocs.
How to get to GCDocs
- On your TBS computer, navigate to our research folder directly.
- If you’re not on the TBS network, you will have to connect to the VPN before your open GCDocs.
Using GCDocs
- Store files in a sub-folder named after your product. If one doesn’t already exist, you can add it yourself. (Click the add folder icon beside “Add Item”.)
- Within your product’s sub-folder, organize your files however works for you. (e.g., by study)
Creating a new file
- Create the file (e.g., Word, Excel, or audio recording) on your TBS computer.
- Navigate to your product sub-folder.
- Press “Add item” → “Document”.
- Beside “Existing”, press “Choose File”. Choose the file from your TBS computer.
- Press “Add”. A new window will open.
- Fill out each required field (the ones labelled with a yellow caution triangle):
- Document type: press the small black triangle; a new window will open, choose the type that best describes your document (e.g. “Dataset” or “Notes”).
- Language: choose the language of your file.
- Classification: Protected A or B, depending on the sensitivity of the information.
- Press “Done” in the window.
- Press “Add” again. You’ll be redirected to a page for your file.
Congrats, you’re done! You can copy the URL and send it to another researcher if you need to share the file.
Viewing or modifying an existing file
- Navigate to the file’s page within your product sub-folder.
- Click “Download” to save it locally, to view or edit.
- If you’ve modified the file locally, click “Add version” to re-upload the file. Choose the file and press “Add Version”. GCDocs will add it as a new version.
As a best practice, do not click either “Open” or “Edit”. Changes may not save properly if you do.
What we put on GCDocs
Any digital material that’s protected information, including:
- Research participant rosters (including names, email addresses, phone numbers)
- Raw research notes
- Research session recordings
- Scanned consent forms
- Job interviewee notes or evaluations
What we don’t put in GCDocs
- Put non-protected files (like research plans or reports) in Google Drive.
- Store protected papers in our locked filing cabinet.
- Classified (like “secret” or “topic secret” documents) can’t go in any of our systems or filing cabinets. Refer to TBS’ guidance on handling it.
Who uses GCDocs when
- You are responsible for storing all files with protected information on your TBS computer or GCDocs. Use GCDocs to securely store your files or to share them with other researchers.
- Be careful not to store participant or research data on your MacBook.
- Last updated by Lucas on July 5, 2019