Secure your Google Docs with Collavate

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Secure your Google Docs with Collavate
Google Docs is an innovative Google service that lets users manage, edit, share and create documents,
spreadsheets, presentations and other file types.
San Jose, CA, September 13, 2013 - Google Docs is an innovative Google service that lets users
manage, edit, share and create documents, spreadsheets, presentations and other file types.
However, even though Google Docs offers numerous benefits to all users, there are certain
security concerns that arise when sharing documents outside the domain or when a sensitive
document is mistakenly sent to the wrong user.
In addition to these "external" security issues, companies have also expressed concern that
important documents can easily and inadvertently be deleted without notice, an event that has
happened before. This is why many companies are still afraid or hesitant to use Google Docs when
it comes to confidential documents.
One way to tackle the security issue is to have the Google Apps super admin disable outside
sharing settings so that no one outside a certain domain level can access the files. However, the
problem with this method is that you will no longer be able to collaborate with users outside the
domain (e.g. clients or partners) once you switch off these sharing settings. Even if you were to
disable outside sharing, users can still mistakenly or purposefully share documents with the wrong
If you are a Google Docs user and share these concerns, here's some good news: a solution for
your problems is finally here and its name is Collavate. Read on to learn more about what this
Google Docs tool offers you.
Workflow with Document Ownership Change and Archiving
If you have to write a document and get it approved by your supervisor, all you have to do is
define a workflow, edit the Google document and then submit it to your supervisor using the
Collavate tool. Once the document is submitted, a unique document identification number is
automatically generated as a prefix to the document name, and permission to edit the document

is automatically sent to your supervisor via email. At the same time, ownership of the document
automatically transfers to your domain's designated document administrator and you will
automatically become a viewer without permission to edit the document.
Your supervisor will have editing privileges, and can either accept or reject the document, or
revise it and send it back to you. Once the supervisor has completed his or her review and takes
action on the document, the supervisor's editing privileges will end, and s/he will be able to only
view the document. All changes to the document are stored in your domain's Google Drive, and
the document and all changes to the document will be properly archived and protected. If you
would like to learn more about this security feature, try out the free version of Collavate.
Collavate's 5-Tier Security Control System
Collavate's 5-Tier Security Control System is designed to help organizations control access to
documents. Each Collavate document is assigned a security access code number from 1 to 5 with
1 being the highest level of security access and 5 the lowest level.
Users are similarly assigned a security access code number by the domain administrator that
designates the user's level of access. So, for instance, if a user has a security access code of 3,
that user may access all documents that have a security code number of 3, 4 or 5, but not
documents with security code numbers 1 or 2. If users are not in your collaborative group, they
will still be able to view the "S-Level" documents corresponding to their clearance level. However,
they will not be provided with the option of downloading the documents.
This security level feature is developed and designed to give both individuals and corporate
organizations total control of how documents can be viewed by employees as well as the public.
By using this feature, you and your organization will be able to easily protect confidential
information on Google drive.

Activating Security Levels and Labeling Documents
To further secure your documents, only administrative users can provide others access to the
Admin menu of Collavate. If you have access to the Admin menu, you will be able to activate and
customize document security by following these three steps.
* Enable the 5-Tier Security Control System,
* Set the security level or labels for Google Documents.
* Assign users to clearance level
Enabling the 5-Tier Security Control System
To enable the 5-Tier Security Control System on Collavate, all you need do is implement the
following three easy steps:
* Click on "Admin," which is located at the right top corner of your screen.
* Go to the "Collavate Admin" menu, which is at the left side your screen, and click on "Docs
* When the drop down menu of Enable Document Security Level is visible to you, click on it and
proceed to switch on the 5-Tier Security Control System.
To learn more about Security level features, click here
( to read the
Collavate user guide.
Harry Jung
Netkiller America Inc.
2033 Gateway Place, Ste 500
San Jose, CA 95110
(408) 641-0114
[email protected]