Supporting Better Information Collaboration

There are many ways to share files and work together within an organization and each has it’s advantages and disadvantages. 

Paper

Paper is, of course, a timeless and intuitive way to distribute content. Some offices still manage many of their records physically on paper.  Some ideas are best worked though in person and paper easily facilitates a group brainstorming session. Undoubtedly, editing or making changes on a physical paper copy is straightforward and simple. However, physical documents are difficult to secure as there is no foolproof way to accurately record version changes or keep track of who has seen the information. For that reason. paper is not ideal for storing or working with sensitive information.

Tools for Better Paper Collaboration:

• Analog Tools – Highlighters, sticky notes, colored pens etc. can be used to track who has made changes in a document. Consider assigning each editor a color to stay organized.
• Digital Mailroom or Document Scanning – eliminate paper in favor of digital documents to allow easy remote access for your team.
• Assign a Project Manager – A project manager can help keep everyone on task and help the group stay organized

Email

Email is one of the most common method for sharing documents digitally within an organization. For short-lived content, informative announcements, and non-proprietary information this is an effective way to share and brainstorm. However, emailed documents can be shared between multiple individuals without a chain of custody or encryption. Documents can also be edited and re-attached multiple times without any record of how many edited versions are being circulated between employees. For complex projects that require multiple rounds of revision, this is not the most effective way to share and edit files collaboratively.

Tools for Better Email Collaboration:

• Email Encryption Services – better protect your team from data breaches with add-on email encryption.
• Digital Task Managers – using an online task manager like Trello, Monday, or Slack will allow your team to stay on the same page regarding project tasks. Instead of emailing, attach documents directly to those tasks so that the entire time can find the latest version.
• Free File Sharing Services – If you’re working with large documents, or packaged files that contain multiple parts you may prefer to use an online cloud storage service like Dropbox or Google Drive. This way you can email a link to a document, instead of attaching multiple parts. Most of these services have rudimentary version control, however they are not typically compliant with security standards like HIPAA or GDPR (though some may be when paying for the professional version). 

Online Applications

Applications like Google Docs allow users to simultaneously access and edit a digital document for real time editing. Basic version control and password protection can help keep documents more secure and up-to-date. Many similar applications have freeware versions making them a great tool. This is great for brainstorming during meetings or conferences and tracking project tasks. However, most of these programs or online digital storage sites are not secure enough to be used for sensitive information like medical records or other documents that contain personally identifiable information (PII). These applications tend to be great for smaller, project specific groups or tasks. 

Tools for Better Online Collaboration:

• Online Meeting Software – Most online meeting software allows for screen sharing. Designate a single individual to take notes or make changes so that the team can offer their input in an orderly manner
• Collaboration Software – There are tons of commercially available online collaboration applications. Each one is unique in functionality, but ultimately they allow you to work together on projects by assigning tasks, attaching documents, and in some cases editing documents simultaneously (for example Google Docs or Google Sheets).