File Sharing in the Age of AI
As AI tools integrate with day-to-day applications, it makes sense to take extra care when you share files.
This article applies to: Artificial Intelligence (AI) , Box , Cornell Google Workspace for Faculty and Staff , Cornell Google Workspace for Students , File Storage at Cornell , GenAI at Cornell , Microsoft 365 Copilot Chat , Microsoft Document Storage , Office 365 Productivity Bundle , OneDrive , SharePoint
File Sharing Basics
Share responsibly!
You can't control what someone does with your documents or data when you give them access either deliberately or accidentally.
Online file storage, and online file sharing, are two tools that make our modern workflow possible. Whether you work from home, share huge data sets with colleagues across campus, or need to send critical information at 2am for your final group project, you need remote access to files.
Whenever you share your content, you set permission levels on the files or folders in question. The various online storage services offered at Cornell allow you to share with specific people, everyone at Cornell, or anyone with the link.
If you need to share information with a large group, or if you're pressed for time, it's undeniably easier to use the everyone with the link or everyone at Cornell permission setting. Bear in mind that those choices can expose your information to the world, or to current (and future) AI tools.
File Viewing Basics
In addition to controlling who has access to a file, you also control what they can do with it. In general, if you assign "View Only" access to a file, you will prevent it from migrating to places you don't intend it to.
AI and Microsoft Storage
(OneDrive/SharePoint/Teams)
| AI Tool | "People | "People with | "People you |
|---|---|---|---|
| Public AI tools | Not visible | Not visible | Not visible |
| Microsoft 365 Copilot | Anyone at Cornell who has the link* | Only people who have access | Only people you specify |
*If someone sends you a link to a document you want Copilot to access, first open the document. Copilot cannot access the information until you open the file at least once.
AI and Box
"People | "People in | "Invited people | |
|---|---|---|---|
| Public AI tools | Visible | Not visible | Not visible |
| Microsoft 365 Copilot | Not visible | Not visible | Not visible |
AI and Cornell Google Workspace
"Anyone | "Cornell" | "Restricted" | |
|---|---|---|---|
| Public AI tools | Not visible | Not visible | Not visible |
| Microsoft 365 Copilot | Not visible | Not visible | Not visible |
Copilot Pro (The Personal Version of Microsoft 365 Copilot)
If you use Copilot Pro with your personal Microsoft account, your Microsoft-integrated version of Copilot cannot view and respond to prompts about Cornell-secured files, including:
- People with the link
- People in your company
- Invited people only
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