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How can you securely collaborate on documents with external parties?

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As an administrative assistant, you may need to collaborate on documents with external parties, such as clients, partners, or vendors. However, sharing sensitive or confidential information online can pose security risks, such as data breaches, unauthorized access, or tampering. How can you securely collaborate on documents with external parties without compromising your data or quality? Here are some tips to help you.

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1 Choose a secure platform

The first step is to choose a platform that allows you to share and edit documents online securely. Some features to look for are encryption, password protection, access control, version history, and audit trail. Encryption ensures that your data is scrambled and unreadable to anyone who intercepts it. Password protection and access control let you decide who can view, edit, or download your documents. Version history and audit trail let you track changes and actions on your documents. Some examples of secure platforms are Google Workspace, Microsoft 365, and Dropbox.

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Sharifah Khairunnisa

Data Manager Kolej Tuanku Ja'afar | CPL IBE UiTM | EMAS UiTM |
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Use the right platform that have security function to protect the files. Try to minize the confidentiality of the information if the file is sharing documents.

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Sathiyaseelan Shanmugam

Principal Consultant
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Secure document collaboration with external parties involves encrypted file-sharing platforms, access control, and encrypted communication channels. Utilize version control, watermarks, and 2FA for added security. Implement secure collaboration tools, conduct regular audits, and keep software updated. Consider NDAs to protect sensitive information. Educate teams on secure practices, emphasizing data protection and confidentiality. These measures ensure robust document collaboration while safeguarding against unauthorized access or data breaches.

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2 Set clear permissions and roles

The second step is to set clear permissions and roles for each external party you collaborate with. Permissions and roles define what each person can do with your documents, such as view, comment, suggest, or edit. You can also set expiration dates or revoke access at any time. Setting clear permissions and roles helps you maintain control and accountability over your documents. It also prevents confusion, conflicts, or errors among the collaborators.

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Sharifah Khairunnisa

Data Manager Kolej Tuanku Ja'afar | CPL IBE UiTM | EMAS UiTM |
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The ability of the platform to set row level security is important to secure the data and information. The administrator must clearly identify what their roles are before giving an access to the data.

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3 Use secure communication channels

The third step is to use secure communication channels to exchange feedback, instructions, or questions with your external collaborators. Secure communication channels are those that encrypt your messages and attachments, and verify the identity of the sender and receiver. Some examples are Signal, ProtonMail, and WhatsApp. Avoid using unsecure channels, such as regular email, SMS, or social media, as they can expose your data to hackers, phishing, or malware.

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4 Backup and archive your documents

The fourth step is to backup and archive your documents regularly. Backup and archive your documents means creating copies of your documents and storing them in a safe location, such as a cloud service, an external hard drive, or a flash drive. Backup and archive your documents helps you prevent data loss, recover from accidents, and preserve your records. It also helps you comply with legal or contractual obligations, if any.

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5 Educate and train your collaborators

The fifth step is to educate and train your collaborators on the best practices and policies for secure document collaboration. Educate and train your collaborators means informing them about the risks, expectations, and guidelines for sharing and editing your documents. It also means providing them with the necessary tools, skills, and support to use the platform and communication channels effectively. Educate and train your collaborators helps you build trust, rapport, and efficiency with your external parties. It also helps you avoid mistakes, disputes, or violations.

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6 Review and monitor your documents

The sixth step is to review and monitor your documents regularly. Review and monitor your documents means checking the quality, accuracy, and completeness of your documents. It also means tracking the progress, performance, and feedback of your collaborators. Review and monitor your documents helps you ensure that your documents meet your standards, goals, and deadlines. It also helps you identify and resolve any issues, errors, or gaps in your documents.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you securely collaborate on documents with external parties?

1

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3

4

5

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1 Choose a secure platform

2 Set clear permissions and roles

3 Use secure communication channels

4 Backup and archive your documents

5 Educate and train your collaborators

6 Review and monitor your documents

7 Here’s what else to consider

Administrative Assistance

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How can you securely collaborate on documents with external parties?

1

2

3

4

5

6

7

1 Choose a secure platform

2 Set clear permissions and roles

3 Use secure communication channels

4 Backup and archive your documents

5 Educate and train your collaborators

6 Review and monitor your documents

7 Here’s what else to consider

Administrative Assistance

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