Text Anjana Sripal
Photo Josje Deekens
Want to learn how we provide support and guidance to staff at Dutch missions around the world, both digitally and in person? Then read about the Information and Digital Innovation Department’s (IDI) visit to the missions in China. The focus of the visit was on information security, privacy, information management, the 247Plaza collaborative digital workspace and resolving backlogs in the Sophia archiving system. But IDI’s work involves more than that – we also focus on areas such as data and ICT service provision.
‘Topic-focused collaboration in 247Plaza means you can find files more easily.’
Every day, vast amounts of information are exchanged at the Ministry of Foreign Affairs (BZ). And keeping this information safe – both at the office and when on the move – can be a challenge. A trip to China brings even more information security issues, given that China is considered a high-risk country. Espionage is a growing threat and to prevent confidential information from falling into the wrong hands, we at BZ have taken a number of measures, including technical ones.
‘Together with colleagues at the embassy, we looked at how we can use communication tools like WeChat in as secure a way as possible.’
Efficiency and security in Beijing
In September 2024 a team from IDI travelled to China to provide support to the Dutch missions there. The aim of the visit was to improve how data is saved, stored and protected. The team started off at the Dutch embassy in Beijing. The visit was part of ‘Techtember’ week, an event focusing on information management, 247Plaza, privacy and information security. During the week-long event, we worked intensively with staff at the mission, focusing on all aspects of IT, information management and cybersecurity.
Topic-focused collaboration
Do you have trouble finding files you or your colleagues have saved? In a large organisation like BZ, good information management is vital. Monique Rook, information management adviser says the following: ‘It’s important that everyone saves files in a clear and organised way, so that they can be found easily. The way to do this is to group files by topic on 247Plaza, rather than saving them on networks, USB sticks or your device’s hard drive. Saving information in the proper way is essential for your own work, collaboration with colleagues, the ministry’s access to information and compliance with legislation.
Local challenges require secure solutions
At BZ we work with large volumes of important and sensitive information. In addition to carefully guarding access to documents in 247Plaza, there’s a lot more to consider. Each mission faces its own challenges. Robin van Gerwen, information security and privacy awareness adviser: ‘In the Netherlands, the use of WeChat is strongly discouraged, while in China it’s a vital tool for communicating and sharing files, including with government agencies. Together with colleagues from the embassy, we looked at how we can use it in as secure a way as possible.’ The goal of Techtember was not only to make staff at the mission aware of risks, but also to provide them with specific tools and knowledge so that they can work safely and efficiently in a world of increasing threats.
‘Mission staff responded positively to the new 247Plaza platform. A lot of features are now easier to find.’
The Key to Your Protection
IDI offers support on privacy and information security matters to the whole organisation. But the missions in China have a number of challenges of their own. Like every other Dutch mission, they must comply with the EU’s General Data Protection Regulation (GDPR) as well as local legislation. The GDPR lays down that the processing of personal data must always be secure, protected and appropriate. IDI worked together with staff at the missions to see how to approach this task in the most effective way.
Colleagues work in 247Plaza
247Plaza is the new system for collaboration, routing & approval and archiving. Staff at the embassy underwent three different training sessions to learn how to work in the platform. Liza Ramchandani, functional manager: ‘Mission staff responded positively to the new 247Plaza platform. A lot of features are now easier to find. And they found the training sessions varied, comprising both taught elements and interactive activities. All staff had a positive introduction to the new platform.’
Going on an official trip to China? There are some things you should know
- Take your work laptop in a seal bag. It should stay at the mission for the duration of your stay.
- The SIM card in your work telephone will need to be transferred to a temporary phone for use in high-risk countries, which you’ll need to take with you to China. When you return you’ll receive a new SIM card for your work telephone and you’ll need to hand the high-risk telephone and SIM card in to the ICT service desk.
Solid and conscientious information management
Sophia has been the archiving system used by BZ for documents classified up to ‘restricted’ since 2012. The new version of 247Plaza is now replacing Sophia as the location for the long-term storage of documents, with the exception of personnel files and project files for the Homogeneous Budget for International Cooperation (HGIS), which will remain in Sophia. Mission staff received individual training and support from the IDI team to reduce archiving backlogs.
From Beijing to Hong Kong
After Techtember in Beijing, a few IDI staff members travelled on to Shanghai, Guangzhou and Hong Kong. In Shanghai they gave a presentation about information management, provided all the 247Plaza training sessions and offered personalised Sophia support. In Guangzhou and Hong Kong IDI ran workshops on topic-focused collaboration. The aim was to set up a good structure in 247Plaza, so that staff can work together efficiently on the platform. Monique: ‘It was hard work but there was also time for fun. Lunches and dinners were an opportunity to get to know each other better and discover new Chinese dishes. Some mission staff even took us to the Great Wall and invited us to dinner at their homes.’ The visit allowed IDI to lay strong foundations for secure and efficient collaboration at the missions in China. In follow-up to the visit, IDI staff will continue to provide guidance to the missions to help them further implement these measures.
Read more about the Information and Digital Innovation Department (IDI)
(Please note: the following links can be accessed by Ministry of Foreign Affairs staff only)
- For technical questions or for more information about features in 247Plaza: 247Plaza Support Portal or create an SSP call.
- For questions about securely storing documents: Customer portal for information management. If you can’t find what you’re looking for, email IDI-IM@minbuza.nl.
- For questions about the General Data Protection Regulation (GDPR): Privacy - Home or email IDI-privacy@minbuza.nl.
- If you have any questions about information security, see The Key to protection - home or email i-SecurityCentre@minbuza.nl.
Tip: It’s easy to save emails in 247Plaza
In Outlook you’ll find the ‘inMailX’ tab. This plugin helps you save emails to the right place in 247Plaza quickly and easily. You’ll find the inMailX user guide in the Support Portal.
