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We implemented a Secure Application File Transfer process which is a web based solution using HTTPS / SSL for sending information securely to external organisations and users. (i.e. the same level of encryption used for online banking and shopping). Internal council users access the internal part of the website to "transfer" the file to a person external to the council. They then specify the email address of the external person who will be receiving it. The actual file itself gets uploaded into a database and stored for a fixed period of time decided by the sender of the file. The external user is then sent an email informing them that a new file is available to download. The file itself however is not sent via email. The external user then accesses the external website and this will allow them access to download the file. As the transferred file is never sent in a traditional email it cannot be intercepted and/or copied in transmission, as it is never transmitted without any encryption. Login to the external website requires a valid username and password and is limited to 5 incorrect attempts. Phillip Bradshaw Information Manager Clerk to the Council Room CY4A, County Hall EMail: [log in to unmask] Phone: 029 2087 3346 Mobile : 07890 265987 Fax: 029 2087 3349 Mae Cyhoeddi Cynnar yn Codi Canfod Cadarnhaol Proactive Publishing Promotes Positive Perceptions -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Mike Brittan Sent: 08 September 2009 14:02 To: [log in to unmask] Subject: FTP's and Google Docs Hello all I have been asked for a policy or position statement on our business' increasing use of FTP sites and document sharing sites. We don't have an organisation wide collaboration site(s) thats "currently" in development in Sharepoint but 6-12+ months away depending on who you ask.. we do have an EDRMS Currently the IT Department are blocking google docs etc and ftp use however we are missing a policy to support this course of action - I was wondering how other Record Managers are dealing with this issue?? Mike For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask] ********************************************************************** Privileged/Confidential Information may be contained in this message. If you are not the addressee indicated in this message (or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case, you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your employer does not consent to Internet email for messages of this kind. Opinions, conclusions and other information in this message that do not relate to the official business of the Council of the City and County of Cardiff shall be understood as neither given nor endorsed by it. All e-mail sent to or from this address will be processed by Cardiff County Councils Corporate E-mail system and may be subject to scrutiny by someone other than the addressee. ********************************************************************** Mae'n bosibl bod gwybodaeth gyfrinachol yn y neges hon. Os na chyfeirir y neges atoch chi'n benodol (neu os nad ydych chi'n gyfrifol am drosglwyddo'r neges i'r person a enwir), yna ni chewch gopio na throsglwyddo'r neges. Mewn achos o'r fath, dylech ddinistrio'r neges a hysbysu'r anfonwr drwy e-bost ar unwaith. Rhowch wybod i'r anfonydd ar unwaith os nad ydych chi neu eich cyflogydd yn caniatau e-bost y Rhyngrwyd am negeseuon fel hon. Rhaid deall nad yw'r safbwyntiau, y casgliadau a'r wybodaeth arall yn y neges hon nad ydynt yn cyfeirio at fusnes swyddogol Cyngor Dinas a Sir Caerdydd yn cynrychioli barn y Cyngor Sir nad yn cael sel ei fendith. Caiff unrhyw negeseuon a anfonir at, neu o'r cyfeiriad e-bost hwn eu prosesu gan system E-bost Gorfforaethol Cyngor Sir Caerdydd a gallant gael eu harchwilio gan rywun heblaw'r person a enwir. ********************************************************************** For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]