Innovation & Technology
Three tips for secure collaboration
What’s your collaboration strategy when it comes to interdisciplinary teamwork? Are you still sharing files via emails or EFFS platforms? And how do you secure and restrict access in such a scenario? Once files, or any content for that matter, leave your secure content management environment, it’s impossible to keep track of them. We explain below how you can ensure secure cross-team collaboration. Our tips not only apply to large teams working across several locations, but also to teams that work together in one office environment.
1. A common basis of information is key
Create a secure work environment for collaboration with a common basis of information. The challenge for companies is to set up an enterprise collaboration solution that gives everyone the same basis of information for contributing, informing, sharing, etc. – all while ensuring security and transparency. File sharing solutions simply fall short here. Especially when it comes to data control and compliance with data privacy regulations. Security measures must be in place to prevent unauthorized access. Once they are set up, information can be shared freely and securely to facilitate efficient information sharing. With a high level of usability and a shared basis of information, users will be able to make better decisions and even the biggest fans of email and file-sharing solutions will be persuaded that it’s time to enter the next generation of collaboration.
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2. Incorporate externals into project teams
A virtual project room is an extremely effective tool for paving the way for in-house project collaboration and for connecting your ECM system with the “outside” world. The virtual project room incorporates your content and data from the ECM system and enriches it with valuable static and ad hoc processes. Moreover, it easily integrates external team members while keeping all information in one secure place. That way, you can ensure that all knowledge and information from external service providers or suppliers are instantly available to the entire project team — without any friction. What’s more, information is also directly and compliantly archived in your ECM system for future reference.
An access permission set-up makes sure that every project role is assigned the appropriate access rights. In other words, the types of access (read or write; temporary or permanent) are defined and regulated for every project team member.
3. A smooth process
The Doxis4® iRoom®, our tool for project collaboration, provides you with more than just a “place” to share information and collaborate, it also supports your entire project management. If you want to know which project team member worked on which task, who is responsible for a specific release, and what is the status of the process and its related documents, then you need a collaboration tool with full business process management capabilities. What does this mean?: Information is always up-to-date and project members only work with the latest document versions. They are also notified of deadlines, new or modified documents, milestone achievement and more to ensure that the project runs smoothly and on time. This ultimately equates to greater transparency and accountability towards customers, faster and more efficient processes, compliant document handling and better control over the project KPIs.
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