> For the complete documentation index, see [llms.txt](https://docs.docontrol.io/docontrol-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docontrol.io/docontrol-user-guide/best-practices/internal-communication.md).

# Internal communication

Educate your employees about company policy for sharing assets

Many organizational employees are not aware of the potential data loss that can be caused as a result of sharing proprietary company assets.

Before implementing DoControl across your organization, we recommend you internally communicate your organizational policy with regard to sharing company assets. At the same time, it's recommended to explain to employees what they can expect to receive in terms of DoControl notifications and requests for approval.

You're welcome to use the following boilerplate content when communicating how DoControl will be implemented across your organization:

## Company data security policy

{% hint style="success" %}
You're welcome to use the following template when communicating your organizational data security policy:
{% endhint %}

Our organization makes every effort to protect our proprietary digital assets, which contain sensitive and company-confidential information. To that end, it's critical to reduce the risks associated with sharing company assets.

While it might be OK in some cases that shared assets are available to specific users outside of our organization, we need to be careful that internal or sensitive data is not exposed. Permission sprawl or unintended data access can lead to data overexposure, and increases the risk of potential data loss.

From today, our SecOps team is leveraging the services of DoControl: a data management platform that will help us to protect our digital data.

## How DoControl works

{% hint style="success" %}
You're welcome to use the following template when communicating how DoControl works:
{% endhint %}

DoControl mitigates the risk of our company data being exposed, by notifying when sensitive or company-confidential assets are externally or publicly shared, and removing unauthorized sharing if necessary.

We'll implement DoControl workflows that will send confirmation requests in these use cases:

* Someone who shares a file will be asked to confirm continued sharing after a defined time period.
* Someone who publicly shares a file will be asked to confirm the public sharing.
* Someone who shares a file directly with an external partner will be asked to confirm continued sharing. An external partner includes contractors or business partners, and is anyone who does not have an @"our company" email address.

If sharing is not confirmed, the sharing permissions or links will be automatically removed by default. The tentative time frames for this process are as follows:

* Every <30 days> the sharer will be asked to re-confirm sharing.
* The sharer will have <7 days> to approve or reject.
* If there is no approval or rejection, the sharing will be automatically removed after <3 days>.

<div align="left"><figure><img src="https://2285563887-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZ8EVaJEzDNNBVDXvFrLt%2Fuploads%2F2FfkCQkUM5xkr9j3EtFD%2Finternal%20comm%20WF.png?alt=media&#x26;token=fb7a68ea-1bdc-4095-a3e0-a3287138d3aa" alt=""><figcaption><p>Leveraging a DoControl workflow, we'll ask you to approve asset sharing before removing sharing links</p></figcaption></figure></div>

## DoControl go live

{% hint style="success" %}
You're welcome to use the following template when communicating what will happen when DoControl is launched in your organization:
{% endhint %}

The SecOps team plans to launch DoControl on \<date>. We're currently in the process of testing workflows, and adjusting sharing confirmation timelines.

These details are subject to change based on usefulness and feedback.

If you have any questions, please reach out on the DoControl-Slack channel.

## Bulk asset clean-up

{% hint style="success" %}
You're welcome to use the following template when communicating what will happen when DoControl does a bulk clean-up of Google Drive assets across your organization:
{% endhint %}

**Subject: Bulk clean-up of publicly shared Google assets**

Hi all,

The SecOps team is working to safeguard our company data across our Google Drive ecosystem. The first of these security activities includes plans to remove publicly shared files that have not been modified within the last 12 months.

For all files that are shared publicly (anyone with link) and have not been modified for over 1 year, the **public link will be removed**.

These changes will take effect on \<date> at \<time>.

Removing the public link will force anyone outside the company to request access to a file if they still need it. If you receive such requests, we encourage you to use discretion before granting permission. Ask yourself if the content is restricted to internal use only, or if the requester needs legitimate access.

We appreciate your vigilance in helping to keep our company data safe and protected!

Thank you,

SecOps team


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