How OFRM uses SharePoint to share files with you
At times during a matter we may need to share files with you. Where possible these will be emailed to your nominated email address, however when the number or size of files to be shared makes email infeasible (for us as the sender, and you as the receiver of the files) we will share files using SharePoint.
SharePoint is reliable, secure and stable method for sharing files via the Internet.
What happens when we share files with you?
There are only a few steps involved in sharing files with you.
- Our team will identify the files to share and copy them to a folder unique to your matter on our SharePoint server. It's important for you to know this is not a publically discoverable folder and that outside of our office can only be accessed by the link emailed to you.
- We will email you a link to the SharePoint folder containing your matter's files.
- You simply click or tap the link and request a verification code by following the prompts given.
- Once the verification code arrives you enter it and have access to your files in your favourite web browser.
How secure is the link you sent me?
The link sent to you is personal and tied to your email address. To access your files you need to follow the link and then enter a verification code which will also be sent to your email address.
Can other people see my files?
Should you suspect a security breach, call OFRM on 03 5445 1000 immediately and we will delete the files.
If you never share the email link we've provided, your email is secure and you have not checked "Keep me signed in" or downloaded the files elsewhere then nobody else can see your files.
However, if you forward that link to another person or your email's security is compromised so that someone can access the verficiation code, your files will be accessible by another.
Files downloaded to your computer can be seen by anyone with access to your computer or device.
If you have checked "Keep me signed in" as part of the initial process then anyone with access to your browser may also have access to your files.
Can I modify the files?
You can modify your own copy of the files once you have saved them to your computer or device. We will not see any changes you make unless you email them back to us. Refer to the previous point for more explanation.
What if OFRM modifies the files?
If we modify any files those changes will be reflected in the versions that you can see on SharePoint via the link. Likewise, if we add or delete files, those changes will be reflected in SharePoint. This means that via the link you will always see the latest version of the complete set of files that have been shared for your matter.
If you have downloaded a copy of the files to your computer/device any changes we make will not be reflected until you download again via the link.
Are the files shared forever?
All files shared will be deleted at the conclusion of your matter. At this point the email link will no longer work. Any copies that you have downloaded will remain on your computer/devices.
We may from time-to-time remove some or all of the shared files during the course of your matter as its conduct requires.
For furter assistance you may call or email David Buchan (our Finance & Administration Manager) who looks after SharePoint at OFRM on 03 5445 1041 or firstname.lastname@example.org.