¿Cómo puedes compartir documentos de forma segura con tu equipo?

There are many options available, such as cloud-based services, encrypted email attachments, or password-protected files. However, not all platforms are equally secure, reliable, or user-friendly. You should consider factors such as the size, format, and sensitivity of your documents, the frequency and duration of your sharing, the level of access and control you want to grant to your recipients, and the compatibility and integration of the platform with your existing systems and software.

There are many solutions to secure files and documents, but based on my previous experiences, I prefer the following: 1- first we have to select one source or two max to edit and archive all the department documents ( For easy tracking of files) 2-second Create a shared cloud drive and select the same person above to do the uploding, downloading, and editing 3- encrypting all the files for easy tracking 4- closing the company network to be internally only 5-Prevent the use of printed documents as much as possible

There are a lot of data protection passwords softwares the system can use. You grant access to who the document or information is for.

Secure document sharing is vital for protecting sensitive information. Key practices include using access controls like permission settings to restrict document access to specific team members. Implementing multi-factor authentication enhances user account security. Audit trails, through monitoring and logging, help track document access and modifications, identifying potential security threats. Set expiration dates for shared links or documents to limit access duration. Utilize integrated collaboration platforms such as Microsoft Teams or Crypt Share for secure document sharing with built-in access controls and audit features

MS Sharepoint DocuSign Azure *As always, needless to mention, it must be either encrypted or password protected and limited access control only to selected permitted recipients

Roles provide a way for community administrators to group permissions and assign them to users or user groups. Permissions define the actions that a user can perform in a community. When they assign roles, community administrators consider the tasks of a user in the context of a particular community.

From my experience, it is crucial to define stakeholders in the beginning, but as you are the creator and admin of, for example, channel in MS Teams, then you just have to be on top of it - check in, remove persons which don't need access anymore. Be proactive

1.Define actions like viewing, editing, downloading for each document. 2.Assign permissions based on the purpose and scope of sharing. 3.Assess recipient trustworthiness and responsibility. 4.Consider risks and consequences of unauthorized changes or leaks.

Setting the roles and permissions ensures that each team member has access only to the documents necessary for their role. Regularly review and adjust these permissions to reflect changes in your team or project scope.

When assigning roles, administrators evaluate a user's responsibilities to determine their permissions within the community context.

Encryption goes one step further than password protection and is an easy and effective way to lessen the likelihood of a privacy breach. Encryption scrambles information so that it is unreadable without a passcode.

Yes, passwords are very important to ensure safety of the document and that only the right users are able to access. The passwords used should be very unique to prevent hacking the system by other users as the document shared could be containing very sensitive and confidential information.

Secure document sharing involves encrypting and password-protecting documents, adding an extra layer of security. Implement these measures, especially when using platforms lacking built-in security features. Utilize strong and unique passwords for each document and recipient, avoiding insecure channels or storing passwords in plain text to maintain the confidentiality of shared information.

Ensure you password protect your files. Also limit access to confidential files and ensure only the necessary parties have access. Additionally do not use public networks or unstable networks when dealing with sensitive information/ confidential files l

To securely share documents with your team, consider using encrypted file-sharing services like Google Drive, Dropbox, or Microsoft OneDrive. Set access permissions to ensure only authorized team members can view or edit the documents. Additionally, use strong passwords and enable two-factor authentication for an added layer of security. Regularly update and review access controls to maintain a secure sharing environment.

Tracking and auditing your document activity allow you to monitor who has accessed, modified, or shared your documents, when, where, and how. You should use a platform that provides you with detailed and accurate logs and reports of your document activity, and enable notifications and alerts for any suspicious or unusual events.

Most platforms offer tracking and auditing tools that let you monitor document activity. This can help you to keep an eye on who accesses your documents and when. This not only helps in maintaining security but also in understanding how your team collaborates and utilizes resources.

To securely share documents, track and audit document activity by monitoring access, modifications, and sharing details. Choose a platform offering detailed logs and reports, enable notifications for suspicious events, and regularly review and analyze activity to identify patterns or issues affecting security and performance.

Considero que en este punto entran dar un paso adelante las herramientas ágiles, resaltando a Jira como una plataforma donde permite observar y validar todos estos procesos y observar que se cumplan todos los pasos plateados al inicio del proyecto y poder tomar las correcciones necesarias para que se logren los objetivos en los tiempos pautados.

Auditar documentos te ajuda a identificar se houve alterações, fraudes, ou se os documentos estão sendo usados e compartilhados de maneira correta.

Education and communication are essential for creating a culture of security and accountability among your team members. You should provide your team with clear and consistent guidelines and policies for document sharing, such as the dos and don'ts, the best practices and tips, and the roles and responsibilities. You should also communicate with your team regularly to update them on any changes or feedback, to address any questions or concerns, and to reinforce the importance and value of document security.

Provide clear guidelines, best practices, and roles and responsibilities. Regularly update the team on changes, offer feedback, address concerns, and emphasize the importance of document security, fostering a shared commitment to secure practices.

Implementei um novo sistema na empresa em que trabalho para compartilhar documentos, substituindo o método de envio por e-mail. Dado que não dispomos de uma rede interna, optei por criar uma estrutura no Google Drive. Para assegurar organização, estabeleci uma padronização nos nomes dos documentos relacionados, facilitando a busca. Por exemplo: NOMEDAOBRA_PGR_REV01 e ASO_NOMEDAOBRA_NOMEDOTRABALHADOR. Além disso, adotei a prática de estruturar pastas e descontinuar documentos obsoletos para manter a eficiência.

Pienso que es primordial la comunicación con el equipo de trabajo, para explicar lo que se quiere lograr, como lo vamos alcanzar, las responsabilidades de cada miembro del equipo, duración del proyecto, actualización sobre el manejo de los programas, documentos y todo tipo de seguimiento que sea necesario con el fin de alcanzar todos los objetivos planteados.

Educação e comunicação com a equipe são essenciais para a segurança de dados e documentos. Já vi um exemplo de alguém que compartilhou documentos com outra pessoa que não poderia estar recebendo aquela informação, porém quem compartilhou não o fez com má intenção, ela apenas não soube filtrar, por isso educar e ensinar os liderados é uma excelente forma de proteger documentos e dados.

Backup and deletion are important for preventing data loss, corruption, or theft, and for complying with legal or ethical obligations. You should backup your documents regularly to a secure and reliable location, such as an external hard drive, a cloud service, or a physical storage device.

that is very important for two reasons 1- it is important in case any documents damage 2- securing the documents from stealing

In my experience…. backup and delete is extremely good because you keep your equipment agile and fast for use and prevent hackers to stole vital information when you’re using it. Deleting the data and documents from the computer and having it in the cloud and or in a separate usb or storage equipment should be part of everyone’s routine.

É crucial efetuar o backup regularmente para evitar a perda de dados ao longo do tempo. Importante que o compartilhamento for na nuvem, baixar caso haja problema no servidor não ter perda.

Il faut sauvegarder et supprimer les documents. Il est très important de prévenir la perte, la corruption ou le vol de données, et se conformer aux obligations légales ou éthiques. Vous devez sauvegarder régulièrement vos documents dans un emplacement sécurisé et fiable, tel qu’un disque dur externe, un service cloud ou un périphérique de stockage physique.

When you off-board a team member, search their email in your Google drive to find all files that have been shared with them and revoke access! This often gets missed so here’s a friendly reminder to keep your IP safe.

IT often does and should play a key role in secure document sharing. When IT handles overall document protection processes and procedures, other departments can concentrate on their core functions. IT is equipped to establish these processes and procedures, managing encryption, password protection, and data access, while implementing tracking and auditing systems for security oversight. By centralizing these responsibilities within IT, other departments can focus on their specific expertise without spending excessive time worrying about data safety, as long as they follow IT's guidelines. IT is essential for a secure and efficient document-sharing environment.

With all of the suggestions considered, please consider how you send them. If I’m sending an invoice, I make sure to send it PDF, as well as encrypted the file. I also add a password that myself and my manager has access to. If I’m sending an excel file or saving it on a shared drive, if the information is not dealing with cost. It’s dealing with percentages, cases, or, KPI’s; I don’t encrypt the file. This is information that can be pulled from reports and confirmed by the system if using HighJump, SAP, or Accuterm, the reports pulled will verify everything. All of these things are important when considering saving a file. They have helped me protect my reporting as keep everything in tact when auditing or end of quarter comes.

You can easily and securely share your important documents with your team using OneDrive? With Microsoft's share option, you can allow your team members to edit these documents live, enabling seamless collaboration and ensuring your team stays on the same page.

1. Conducting regular security audits to identify vulnerabilities. This can help in addressing potential security risks and ensuring the ongoing safety of shared documents. 2. Utilizing secure communication channels within the file-sharing platform for discussing sensitive information related to the documents. This prevents information leakage through external channels.