Special Interest Group: Oil and Gas

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  • 1.  External Information Sharing Standard

    Posted 11-15-2015 20:13

    Hi All,

    Does anyone have lessons learned on developing standards for the exchange of information with external organisations, users.

    In particular, appropriate use statements on when to use FTP, versus Email, eRoom or document control and project collaboration applications.Thanks in advance.

    Andy Lavender



  • 2.  RE: External Information Sharing Standard

    Posted 11-17-2015 06:48

    Hi Andy,

    below a summary of the rules as I communicate them to my customers (who mostly work with commercial documents, not technical data):

    ==-=-=-=-=-=-=-=-=-=-=

    E-mail

    Please keep in mind that e-mail is the least secure form of sharing information with third parties. It is easy to use, but remember that e-mail can be forwarded and / or intercepted by other parties. 

    SharePoint

    It is our preference with regular sharing information with third parties (for example with a project) to use SharePoint with external access enabled. Since we use SharePoint by default, this makes it easy to use and puts the controls in your hands. Also, SharePoint offers audit tracking and usage statistics which may be useful for your project.

    Large FIle Transfer (LFT)

    If information sharing with third parties is only once off or only a few times, please use the Large File Transfer platform (comment Dennie: this is a web front end to an FTP server, making it easy to use). LFT can handle files up to 10Gb and will delete files automatically after 30 days. The file transfer is secure and managed by our IT supplier, making it an easy and secure solution.

    If neither SharePoint or LFT fits your needs for external information sharing, please contact your Information Management focal point to discuss your needs.

    ==-=-=-=-=-=-=-=-=-=-=

    ------------------------------
    Dennie Heye
    Business Analyst Information Management
    Royal Dutch Shell