A EU official responsible for the Common Foreign and Security Policy (CFSP) must coordinate a humanitarian aid mission in a region of political instability. The officer uses a cloud collaboration tool to manage sensitive documents containing personal data of vulnerable beneficiaries and unclassified security strategies. Given the governance framework of the European External Action Service (EEAS) and EU security requirements, which of the following actions is most appropriate to ensure the protection of data and information security during this coordinated operation?