An official from the Directorate-General for External Policies of the European Commission is preparing a confidential report on a new diplomatic crisis that requires rapid coordination with the EU diplomatic missions in third countries and with the European External Action Service (EEAS). The official must share this document securely with a small group of trusted colleagues, ensuring that the content is not publicly accessible and that the edit history is controlled. Which of the following actions represents the most appropriate measure to comply with information security and internal collaboration requirements, based on EU data protection and access management principles?