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How to share/sync a folder on the Server with a remote non-employee?

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Last Modified: 2020-08-17
I created an HRDOCS folder on the Windows 2016 Server that is only accessible to partners in the firm.

The partners have decided to outsource HR duties to another person (who will not physically come to our office, nor is an employee of our firm), but want me to share the HRDOCS folder with that person.

I was thinking:
(1) copying the HRDOCS folder to the "cloud" like Sharepoint, that syncs with the folder on the Server.  Though I don't know the process for making that happen.

(2) allow the person to VPN into my server, and grant the user access to the folder HRDOCS.  However, as a domain user, they would be able to access all other client folders on the Server, which we do not want to occur.

(3) Your solution ___________________

 What would be the best solution?

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Principal Software Engineer
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Author

Commented:
I appreciate your comments.  I have already been directed by the partners to allow this person access to HRDOCS.  The Partners want the "data" to remain in our possession, on our Server, and not with the HR firm's computer system.  

It's similar to our hiring a bookkeeper to access our QuickBooks data that is stored in the cloud using QuickBooks Online.  The bookkeeper is not an employee of the firm, but does charge us a fee for each accounts payable vendor check that she generates.  

So, I need to find the best solution to allow the HR firm access to our HRDocs folder on our on-premises Server.  
Walter CurtisSharePoint AED
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Commented:
As Dr. Klahn mentions, have you resume up to date and ready to send out.

A direct answer to you questions is, look in to either MS One Drive or maybe SharePoint online, part of an Office 365 subscription. I would go with One Drive so that the learning curve is small and it can be set up so that it is accessible via Windows Explorer and what's going on in the background is transparent to users.

It is in the cloud though, so never forget that.

Good luck...




David FavorFractional CTO
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Commented:
You said 2x things...

1) The partners have decided to outsource HR duties to another person (who will not physically come to our office, nor is an employee of our firm), but want me to share the HRDOCS folder with that person.

2) The Partners want the "data" to remain in our possession, on our Server, and not with the HR firm's computer system.

#1 != #2

If some random offsite person has access to all data, said data is no longer in your possession.

Depending on what this "offsite person" is being paid... if it's low enough... you can count the minutes till this data is available offsite for sale.
David FavorFractional CTO
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Commented:
I've been in this exact situation many times.

As Dr. Klahn suggested... "Partners" with degrees... suggests educated idiots... book learning with low/no common sense.

What I do in this case is provide a memo to all interested parties suggesting part of the budget for this "offsite person" will include cost of when data is exposed outside the company + all Partners (in a legal partnership) are sued for breaking "Fiduciary Responsibility" allowing client data exposure.

So... I never say no... ever...

I just provide various scenarios of costs + projected outcomes...

A menu of apocalypse + catastrophe for my client to pick + choose from.

In most cases, they pick the least amount of long term, potential cashflow loss or jail time.

If not... well... time to start your freelance career on the side, so when they all go to jail or go broke, you'll still have your freelance income as fallback.
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Commented:
I would recommend using something like Robo-FTP Server Enterprise (https://www.robo-ftp.com/robo-ftp-server). It has a web access/folder sharing feature that gives you a Dropbox-like functionality with fine-grained access control. It does not require the external user to set up a username/password. It also offers end-to-end encryption if you are dealing with particularly sensitive data.

FYI: The product is called Robo-FTP, but in this case the connections would all be over HTTPS.

This would be more secure and offer more control than the options you have been exploring.

Author

Commented:
I spoke with the Partner in charge.  I mention Dr. Klahn's solution.  The Partner agreed.  We should not give someone, who is not an employee, access to the HRDOCS folder on the Server.

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