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Teamwork has never been easier

I often work on projects together with external partners. We regularly exchange business data and work on the same documents. What is the most secure and efficient way to do this?

Event organisers and communications agencies, or architecture firms and carpenters: many companies collaborate with other businesses on large or complex jobs, or employee freelancers on a temporary basis. As exciting as it is to work together with people from other professions, coordinating such projects can often be overwhelming. To reduce the workload, you need the right tools.

Document management: a key part in every team

At the heart of any collaborative team project is the document management system. Throughout the course of the project, countless documents will be created and edited by various people – and before you know it, the different versions cause confusion and chaos. Which is the most up-to-date version? And did you remember to inform everyone about the latest change? A shared document management system makes this kind of issue a thing of the past. After a document is edited, it is saved in exactly the same place. The management system should not be stored on a local server, but instead made accessible via the internet, so that it is available to everyone involved. This also enables external partners and freelancers to access documents and it means everyone will be on the same page, so to speak. So there’s nothing left to stand in the way of a productive joint effort. Access rights can usually be allocated for different folders, so that external partners can’t gain access to other internal documents. 

Select your provider carefully

If you’re saving sensitive data via the internet, you should pay particular attention to several key security aspects when selecting a provider. It’s important that the transferred data is encrypted and protected from online attacks – through the use of a firewall, for example. Ideally, the data should be stored in data centres in Switzerland. If it is not stored in Switzerland, it will not be subject to Swiss law, including regulations relating to data protection. Saving data in cloud data centres also provides better protection against technical failures and fire in comparison with using a local server within your business, because multiple copies of files are stored at various locations. Intercompany teamwork is not only rewarding in itself, it can also provide an incentive to ensuring your infrastructure is more efficient and secure.