How to securely share files and collaborate across State and Local Government agencies. | Huddle

The need for better collaboration across State and Local Government has never been greater. However, when it comes to sharing files, and collaborating on documents together, things can get tricky .

Many agencies are using cumbersome, legacy portal-based solutions, or have become reliant on insecure consumer-grade file sharing apps. Unfortunately, neither are an effective way of overcoming the challenges of multi-agency file sharing and collaboration.

What’s needed is a way to share files and work on them collaboratively between teams, and across agencies, without compromising the security and compliance that’s demanded within government, or the ease-of-use that users expect.

So, if you need to collaborate across Federal, State, or Local boundaries, how do you choose the right solution? Here’s our short guide.

Should I just use email?

For many, email is default choice for sharing files. However, it’s a bad choice if you’re looking to coordinate activity across multiple stakeholders.

The minute you click send you lose control over the document. Share a file as an attachment and very quickly you’ll have multiple versions of the same document, with different edits and comments to manage.

There’s also security to consider. Not only is email susceptible to man-in-the-middle attacks, but your sensitive content is now sitting (potentially unprotected) on multiple recipients’ devices. You no longer have the security of one file to consider, you have 20!

What about file sharing apps like Dropbox?

Tools like Dropbox make it easy to share files with anyone, however they are predominantly built for consumers. That means they’re unlikely to include the level of security or compliance required for government use.

In particular, it’s important to use solutions that meet the standards set by FedRAMP – a government-wide program that provides a standardized approach to security assessment and authorization for cloud products and services.

Unfortunately DropBox is not FedRAMP compliant, and therefore not suitable for the transfer of government content.

Many file sharing apps are also just that – a file sharing service - so lack the collaborative features you will likely require. For example, approval workflows, version control, or team workspaces where participants can discuss the latest activity.

We have an old portal for sharing, but it’s too hard to use, and expensive to maintain.

This is a common problem. Solutions such as Microsoft SharePoint are extremely powerful tools – but they can also be very complex. This makes them expensive to maintain, and difficult to use. These two weaknesses often drive agencies to default back to email (not collaborative), or file sharing apps (not secure).

What to look for.

Fortunately it’s now simple to find a solution that can help you to build a modern, cloud-based method of sharing your content between departments and agencies, and even your non-government, private sector partners.

It’s important that you select a tool like Huddle which is FedRAMP approved, and named as one the Top 10 cloud services providers for U.S Government 

FedRAMP offers a marketplace where you can find a solution that meets the necessary security authorizations. Working with a FedRAMP approved solution makes it simple to move from insecure, legacy IT solutions, to a modern, secure, cloud-based alternative.

Huddle was actually the first cloud collaboration and file sharing solution to achieve FedRAMP authorization! You can find it on the FedRAMP Marketplace, and see which agencies are already using it here.

With Huddle you can create secure, cloud-based Workspaces in minutes, invite stakeholders to join you, and keep control of your files. In Huddle, not only can you keep control of your documents, but because it’s cloud-based, all activity and document revisions are automatically synchronized – so everyone always has access to the latest team comments, tasks, and files.

To learn more about how Huddle can help you better secure your content, and increase multi-agency collaboration, talk with one of our government experts by requesting a demo below.

 

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Jennifer Spinelli

Strategic Enterprise Account Executive, Head of U.S. Public Sector Sales


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