Energy & Utility Management

Driving Data & Decisions

M-Files and Hubshare: Delivering a Best-in-Class Digital Client Experience

A key component of most successful organizations is truly seamless collaboration. Oftentimes, there is a tendency to think about collaboration with an internal focus – is everyone at my company able to collaborate? While that is certainly an important part of the equation, of equal or greater importance is the ability for companies to effectively collaborate with their customers and clients. Within the bounds of a single organization, it is possible to deploy a standard set of tools and processes that help aid in fostering a collaborative environment that is efficient, secure, and controlled. Outside those “walls”? Well, that’s another story. A confusing mix of email attachments, various file sync and share solutions, SharePoint repositories, and collaboration apps like Teams and Slack can create more complications than valuable connections. Relying on a hodgepodge mix of point solutions to share files, manage electronic signatures, or review project documents limit productivity and can increase business risk. Things can be simpler, intuitive, and more secure. M-Files’ mission is to profoundly improve how companies do business in the digital, work-from-anywhere world. We feel like we’ve made great strides to meet that mission head-on and integrating Hubshare into our product portfolio is a key component of fully realizing our mission. Getting the right documents and information to the right people, when they need it, no matter where they are. With Hubshare, we are expanding that reach to include external parties and clients. Hubshare offers a secure digital workplace portal that enhances user and client engagement through collaborative working, secure file sharing, and project management. Businesses can quickly and easily customize each portal to their client or project needs and provide users and external parties access to documents, processes, people, discussions, and more. The environment for Professional Services and client-facing companies is fraught with challenges. Meeting and exceeding client expectations in an ever-evolving business landscape while ensuring workforce productivity is no small feat. Over the last year, we’ve all learned how important is to remain flexible and agile. The good news is that there are powerful solutions that can help your organization and your clients’ businesses thrive, no matter what lies ahead. Contact us to learn more about how M-Files and Hubshare can strengthen your external content sharing capabilities and help you deliver best-in-class digital client experiences. Source: https://resources.m-files.com/blog/m-files-and-hubshare-delivering-a-best-in-class-digital-client-experience

M-Files Acquires Hubshare to Strengthen External Content Sharing and Collaboration, Deliver Best-in-Class Digital Client Experiences

M-Files, the intelligent information management company, today announced the acquisition of Hubshare to bolster external content sharing and collaboration and deliver an improved digital client experience. Hubshare offers a secure digital workplace portal that enhances user and client engagement through collaborative working, secure file sharing, and project management.

Now part of the M-Files product portfolio, Hubshare provides a secure information exchange platform where companies can be forerunners in driving digitalization and improving the customer experience using branded, customizable client portals. The portals can be quickly and easily tailored to meet individual client needs which drive collaboration and productivity.

“The Hubshare acquisition helps us deliver a unique digital client experience and better serve knowledge worker industries such as Professional Services, where information sharing and external collaboration are critical requirements,” said Antti Nivala, founder, and CEO at M‑Files. “Our integrated offering takes M‑Files from the back office to the frontline of our customer’s business, helping provide a digital window for our customer’s clients as they drive digitization across the organizations they serve.”

Unlike typical file sync-based document portal solutions where information is copied from an enterprise content repository, M-Files now offers a secure and integrated solution for internal and external collaboration without data duplication. While the M-Files user experience is optimized for streamlining internal document management processes, the new Hubshare hub in M-Files provides key information such as documents, people, processes, discussions, and more to external users, such as clients, via a branded portal that is optimized for an improved external user experience. This helps strengthen customer satisfaction with a better and more compliant collaboration experience.

“Today, with the announcement of our acquisition, we celebrate our common vision and goal of making work smarter and collaboration more efficient for our clients,” said Nicholas Child, CEO, Hubshare. “Our combined offering will undoubtedly benefit organizations across the globe seeking a more secure and integrated solution for internal and external collaboration. We are delighted to be an integral part of the M-Files journey, delivering our digital client experience and collaborative workspace solution alongside the visionary M-Files intelligent information management platform.”

M-Files’ mission is to profoundly improve how companies do business in the digital, work-from-anywhere world. M-Files connects siloed systems, applications, and repositories and provides a full view of all relevant information across an organization. Delivering connected content and intelligent automation, M-Files increases the productivity of knowledge workers, ensures a seamless digital experience, enables business continuity, and reduces business risk.

About M-Files Corporation

M-Files’ AI-powered intelligent information management solution connects all documents and information, across every platform and repository, then analyzes them to place them in context. This makes it possible to serve up the right information to the right people right when they need it—and automate information-driven business processes—while maintaining complete control and compliance. Thousands of organizations in more than 100 countries (including NBC Universal, OMV, SAS Institute, and ThyssenKrupp) use M-Files to manage their business information and processes—and give their employees A Smarter Way to Work. For more information, visit http://www.m-files.com.

M-Files is a registered trademark of M-Files Corporation. All other registered trademarks belong to their respective owners.

About Hubshare

Hubshare enhances user and client engagement through collaborative working, secure file-sharing, and project management. The solution provides an all-in-one, flexible, and customizable digital workspace that allows unlimited customer-specific portals, each one unique to each customer’s requirements. Hubshare helps its worldwide users boost their productivity and facilitate external and internal collaboration. Hubshare has offices in France and distributors in the UK, Hong Kong, Australia, and North America, and resellers in numerous other countries.

source: https://resources.m-files.com/blog/m-files-acquires-hubshare-to-strengthen-external-content-sharing-and-collaboration-deliver-best-in-class-digital-client-experiences-2

5 Best Security Practices for Remote Teams During Coronavirus and Beyond

Social distancing measures taken by responsible employers have greatly increased the number of employees working remotely. Even in the midst of this crisis, some companies and their employees can enjoy the objective benefits of not having to waste time and money on long commutes. At the same time, plenty of businesses really didn’t have the structure in place to support a vast, full-time work-at-home workforce with the security of business processes they needed.

Remote Workforce Security Challenges During the Coronavirus Outbreak

Because employees or departments scrambled for ad-hoc solutions to remote working, they sometimes sacrificed robust security to get up and running as quickly as possible. Sadly, cybercriminals can also work from home or other remote locations, and many saw the rise in remote workers as an opportunity.

For example, one survey of security professionals found:

  •  A majority of security employees struggled to offer strong security solutions to remote employees.
  • At the same time, almost half of the respondents reported seeing an increase in phishing attempts.
  • Most of these corporate security pros had concerns about their ability to scale security, respond to abrupt environmental changes, and the difficultly of controlling employee use of unknown and untested software.

Five Best Security Practices for Remote Employees

With the increase in cyberthreats and the concerns of security professionals in mind, it’s a good idea to consider some best practices to help keep business systems free of threats and just as important, to ensure compliance with rules that govern privacy and security in different industries.

1. Two-Factor Authentication

With two-factor authentication, sometimes called 2FA, users have to finish their login with a code that gets sent to another device, typically a cell phone. It takes a few seconds longer to access the system, but it provides better protection against phishing attacks. One CTO found that this simple measure reduced security problems in his company by almost 40 percent.

2. Use Secure Connections

Obviously, most of these home workers will rely upon their home Wi-Fi connections. Without any other protections, your security will only be as good as whatever the employee’s home internet company, router, and password can provide. To boost security, you might have employees log in through a VPN or other method of encrypting communication between their home device and your corporate systems.

3. Endpoint Security and Monitoring

No matter how well you protect logins and communication, you still can’t always avoid the threat of malicious code entering your system. On your server end, you can employ software to block threats and monitor system usages.

Even though most threats may stem from accidental vulnerabilities, it’s impossible to ignore the rise of inside jobs as a source of risks. Not only will these systems provide a firewall against malicious software, they can also send automatic alerts for unusual data use and provide a clear audit trail just in case something does happen.

4. Develop and Create Clear Security Policies

Even before the coronavirus outbreak, companies grappled with security issues that stemmed from remote workers and the rising use of personal devices.

For example:

  • In some cases, you may allow personal devices, so long as employees adhere to other security policies. For instance, you may require installation of approved security software and only let employees login to your network through your corporate VPN.
  • In other cases, you may ask employees in sensitive areas to only use the laptops or other devices that you have issued to them and to only use them in approved ways. For example, you may restrict these company-issued devices to work and not allow employees to use them to watch videos or browse social sites.

In any case, it’s important to develop clear policies. In addition to communicating these rules, you should also ensure that employees understand why they’re important and that they can incur consequences for ignoring them.

5. Deploy Secure Information Systems

Deploying intelligent and robust document and data management systems may not take as much of an effort as you think it will. These systems come designed and built to offer robust security and rule-based access for both in-house and remote workers. They also provide audit trails and guarantee recoverability, so if something suspicious happens, it’s easy to trace the issue to its source and remediate it.

How M-Files Offers the Best Solution for Remote and In-House Employees

Companies that already employed a smart data management system like M-Files didn’t have to worry about an abrupt change from working in a corporate office to a home office.

For example:

  • Access to documents could already have been set by role, so the people who needed information would have an easy time accessing it, according to their security levels. To others, that same information would be invisible. The right people could view, change, add, or delete information, and others would not even see it exists.
  • With built-in encrypted access and simple rollbacks for recoveribility, M-Files also has already been certifed as an ISO-27001 Certified Provider. This standard meets the requirements for the most sensitive data and systems.

Besides security, the intelligent features of M-Files can help improve your business processes. To learn how M-Files can help protect your business, employees, and information, schedule a custom demo today.

Source: https://resources.m-files.com/blog/5-best-security-practices-for-remote-teams-during-coronavirus-and-beyond

Your Digital Transformation Success or Failure Depends on these 6 IT Department Roles

Thanks to the onset of the global COVID-19 pandemic, more and more businesses find themselves in urgent need of a digital transformation to stay afloat. This includes both organizations who were previously interested in the idea but who didn’t think it would happen quite so quickly, along with those who never really gave it much thought at all. Regardless, your IT department will play a crucial role in determining whether your own transformation is the success you need it to be or the failure you fear it might become. More specifically, there are six core IT department roles that will be instrumental in guiding your organization’s digital transformation.

The Cloud

By far, one of the most important contributors to the success of your digital transformation comes down to the cloud specialists you choose to surround yourself with. Remember that these professionals are tasked with doing more than just managing the migration of information and services from one platform to another. They also need to be on hand to quickly troubleshoot any issues, to help team members navigate the cloud environment, and to help mitigate risk for your rapidly transforming organization. This is especially true during the COVID-19 era, where industries are constantly evolving in new and unexpected ways and businesses have to evolve just as quickly to stay ahead in increasingly uncertain times.

Systems Integrators

Another invaluable role during your digital transformation will be that of the system integrators. These IT professionals will need to customize the employee experience before, during, and after the digital transformation itself, carefully selecting the best combination of hardware, software, networking, and storage products to support your people and the important work they’re doing on a daily basis. In a best-case scenario, systems integrators will be able to create a highly specialized experience that not only meets your business’ needs as they exist today, but that also makes sure your technology is finally aligned with your long-term business goals — which is a big part of what your digital transformation is supposed to accomplish, to begin with.

Information Security

Any digital transformation always brings with it a certain degree of risk in terms of cybersecurity, which is why another one of the most important IT department roles that can mean the difference between success and failure will ultimately come down to your information security team. As more and more information and activity happen within a cloud-based, “anytime/anywhere” infrastructure, security must become and remain a top priority no matter what. Information security specialists can not only help come up with a cybersecurity strategy that makes the most sense given your environment, but they can also monitor for any suspicious activity to help stop small problems today before they have a chance to become potentially catastrophic ones tomorrow.

Data Analysis

Hidden inside the massive volumes of data that your business is creating on a daily basis is a treasure trove of insight that would have otherwise gone undiscovered. This is especially true during a digital transformation when you need access to current and high-value information to make the most informed decisions possible every day. Data analysts help enormously to that end by retrieving, gathering, and analyzing data — all of which allows you to take a more organic data-driven approach to what you’re doing. Not only can they spot important patterns and better understand how certain activities impact your business, but they can also make smarter recommendations on how to improve your operations to help you reach your long-term goals more efficiently than ever.

The User Experience (UX)

User experience designers also have a crucial role to play in your digital transformation by capitalizing on opportunities to improve not only the accessibility of your system but its usability and interaction potential as well. In a larger sense, they’re tasked with providing all of your users with the best possible experience that they can — all so that your employees can spend less time trying to figure out how to get their technology to work and instead focus on putting that technology to work for them. This is once again particularly important during COVID-19, given the fact that your online experience is essentially the only experience that you’re able to offer your employees for the foreseeable future. Therefore, user experience designers are critical to not only help make sure that your digital transformation goes off without a hitch but to do so in a way that also makes sure that your employees have access to everything they need to do their jobs every day.

Information Management

Finally, we arrive at information management specialists, otherwise known as the hardworking men and women who are tasked with making sure that data is flowing freely across your organization at all times. Especially when you’re talking about something as important as digital transformation, you cannot afford to deal with data silos at any point. If you’re not sure where information is or even what is important and what isn’t, it’s difficult to make sure that everything transitions from one system to another as securely and as smoothly as possible. Information management specialists can leverage solutions like M-Files to bring all of your data together, regardless of where it might be stored. An information management platform like M-Files will create a single data repository for all of your important files, regardless of whether they’re stored in the cloud, on personal drives, on network shares, or on something else entirely. In the end, any digital transformation will always be a time-consuming and somewhat stressful process, but that is especially true during the COVID-19 era when more people are working remotely than ever. But by making sure that these six core IT department roles are filled before, during, and after the transition, you’ll have put your business in an excellent position to enjoy all of the benefits of this process with a few of the potential downsides as possible. Source: https://resources.m-files.com/blog/your-digital-transformation-success-or-failure-depends-on-these-6-it-department-roles

The 4 Types of Collaboration Habits That Make Information Security Breaches an Inevitability

Because of the ongoing COVID-19 pandemic, more people are working remotely than ever before. On the one hand, productivity hasn’t really suffered as there are a large number of cloud-based tools that make it possible to be just as productive outside of the office as you are in it.

But on the other hand, there are also certain types of collaboration habits that make security breaches no longer a matter of “if” but “when.” Understanding what these are is the best way to avoid them at all costs.

The Dreaded “User Error”

If you had to make a list of all the reasons why data breaches are allowed to occur in the first place, the human error would undoubtedly be right at the top. It’s not that your employees are outright trying to sabotage your network — far from it. But when people share passwords with other employees, share sensitive data via insecure collaboration tools or make any similar mistakes, they’re essentially opening the door to your network for anyone to walk through.

To combat this as much as possible, you need to make it as easy as possible for employees to access the data, the tools, and the systems they need to do their jobs. Likewise, you need to invest in ongoing cybersecurity training to help make sure people are aware of all of the potential risks they face. You can’t expect someone to avoid falling victim to a phishing attack if they’re not even really sure what one looks like.

The Risk of Data Overexposure

A lot of people don’t realize that the types of chats and files shared by employees on online collaboration platforms are usually retained forever — meaning that this data is always going to be vulnerable to a cyber-attack if you’re not very, very careful. So even if your business’ network isn’t breached, you’re still not out of the woods if that collaboration tool is as at that point hackers would have access to everything someone ever said or did with the platform.

This is why you always need to choose your cloud-based partners wisely and assess each one’s level of data and system security before picking one to go with moving forward. Likewise, you should add as many security measures to reach the data repository as possible to help reduce your risk surface as much as you can. Always make sure that employees are using two-factor authentication, for example, and move away from free applications. Finally, make sure that all sensitive or otherwise confidential information is always classified that way so that you know exactly where critical data is and where it needs to be protected.

M-Files gives organizations full control over who can access information at different stages of a process. Access will also automatically change when people leave or move into a new role.

Risky Personal Devices

Another one of the major collaboration habits that makes it possible for data breaches to take place has to do with employees who insist on using their (inherently insecure) personal devices.

If you give an employee a laptop computer, you can encrypt any data contained on it. You can always make sure that it is up to date in terms of patches and you can take whatever other steps are necessary to mitigate risk. You don’t have that option when someone is using their own personal devices, which is why you need to pay close attention to this phenomenon at all times.

Always audit your IT environment and network activity and pay attention for suspicious activity. If you find that users are working with their own devices, try to get them to use corporate devices and always install endpoint protection tools on each one.

Shadow IT

Finally, one of the biggest collaboration habits that increase the chances of a data breach ultimately comes down to the use of unsanctioned tools, otherwise known as Shadow IT.

Sure, your employees may feel more comfortable working with their own personal file sharing services. But you can’t protect this data repository if you don’t know that it exists in the first place and if someone is using it to link to or share corporate files, it runs afoul of the very best practices that cybersecurity plans are built on.

For the best results, always be sure to work closely with all departments to understand employee workflows and their business needs. Try to really understand WHY someone is using Shadow IT — what feature do they need that you’re not giving them access to, or what other concern do they have that this relieves? Then, select collaboration tools that address these issues — thus minimizing security risks across the board.

Source: https://resources.m-files.com/blog/the-4-types-of-collaboration-habits-that-make-security-breaches-an-inevitability

4 Avoidable Stresses of Working with Business Documents

The following article is a guest post by Wendy Seykens, Marketing and Communications Coordinator with M-Files partner BMconsultants.

This year has become the year of virtual meetings — where we all convene together to discuss business. An hour here, half an hour there. Sounds familiar, right? These meetings are a source of the occasional funny moment…

“Oh wait, my microphone was still muted.”

“I’m having connection problems.” (Sounding like a garbled, drive-through speaker.)

“Please excuse my 5-year-old’s temper tantrum.”

But put all of these light moments aside, the advent of remote work (and how that carries into an abundance of virtual meetings) has led to many inefficiencies and, frankly, unnecessary stress in working with business documents.

The following document mismanagement moments are all too common sources of stress for knowledge workers — and they’re avoidable, too. Check out these situations that many have surely found themselves in.

1 | It’s Challenging to Search and Find the Right Documents

During a strategy meeting on Microsoft Teams, you’re looking for the latest version of an agenda made by a colleague.

“Wait a minute, I think this is it! Do you see it? Oh. This is not the latest version? Okay, what about this one?”

It’s so frustrating and time-consuming to constantly search for the right information.

2 | Sharing Documents and Comments in the Chat Window can Prove Troublesome

You send the link to a document in the chat window. Later, multiple links are shared back and forth, and multiple comments are made in the chat.

Note to self: Don’t forget which is the link to the latest version and don’t miss those comments that pertain to your work.

Two days and three projects later… You’ve forgotten which chat the links were in, which link is the most current and which comments you need to pay attention to. So, you reread the whole chat log all over again, like a bad novel.

3 | It’s a Secure Work Environment, Right?

“Hello, everyone. This meeting is being recorded. Did you adjust the cost breakdown? And did you also make sure that the associated contracts are changed? Oh. You’ve already sent the documents in the chat? Thank you very much.”

And then you think to yourself… Is this actually a safe way to share sensitive information and files? Have we checked this with IT?

4 | Which Device is that Document on, Again?

Just before a meeting, you look for a document, so that you can discuss it.

“It really should be on my laptop.” Searching, searching, searching. No luck.

“Didn’t I have it on the desktop in my home office?” Nope.

“Wait, no. It was on my iPad. Let me email it to myself.” Still waiting. Ah, there it is.

Fifteen minutes later than planned, you finally join the online meeting with the right document.

A Simple Solution: M-Files Intelligent Information Management

Have these situations happened to you? And now that you’re aware of these situations, think about how much time is wasted searching and, above all, finding the right documents. Five minutes here. Ten minutes there. All of it adds up. In fact, Gartner says that professionals spend 50% of their time searching for information, and on average, take 18 minutes to locate each document.

How nice would it be if you could search and find all of your work files in one central system? What if it no longer mattered where a file is? What if you could you search across the entire information ecosystem with the help of metadata? What if that central system was integrated with, for example, Microsoft Office 365 and Teams?

There must be an easy solution for that. Yes, there is. With M-Files, these stressful, annoying moments are forever a thing of the past. M-Files is a unique intelligent information management solution that enriches the way businesses secure, process and manage data and content — documents, images, emails, customer information, or other information objects.

M-Files classifies and manages information based on ‘what’ it is, rather than ‘where’ it’s stored. Regardless of whether that information lives in the M-Files platform, or across other systems and repositories, information can be accessed and managed through a single view, without needing an expensive and time-consuming data migration.

M-Files offers connections to network drives, Microsoft and Google apps, as well as major business applications and other document management systems. Ultimately, M-Files lets you fast-track digital business transformation by breaking down silos in separate applications, systems and repositories.

Source: https://resources.m-files.com/blog/4-avoidable-stresses-of-working-with-business-documents

We Need Consultants Now More than Ever: How the “New Normal” Offers Consulting Firms New Opportunities to Win and Retain Business

The pandemic has unsettled the world, leaving us all to navigate the uncertainty. I don’t need to elaborate. We all know and feel the effects the COVID-19 pandemic has had on our economy, workplaces, and personal well-being.

However, at the time of writing this, restrictions around the world are starting to lift, little by little. And as the initial hurdle comes to a close, we are gradually shifting our attention from the panic of What now? and instead, shifting our focus to What’s next?

As a Product Marketing Manager for M-Files, I am in the game of figuring out what moves and shakes people to change, or more specifically what drives companies to invest in new technology. This pandemic has certainly offered a new driver to the mix.

COVID-19 has Forced Companies to Transform (and Transform Quickly)

Before this crisis, some common drivers across many industries included items like increasing efficiency in a competitive landscape, winning and retaining new business, and minimizing risk.

These drivers are still relevant. The pandemic, however, has presented a new driver — resilience. Namely, how can companies ensure and maintain operations in times of crisis? How can companies continue with business as usual in times when business is not usual?

While the initial hurdle of this pandemic seems to be coming to an end, there is no guarantee that the pandemic will not grow worse or that further restrictions will be enforced in the future (some news media portends the possibility of a second wave of cases globally). And as experts warned us of a possible pandemic before COVID-19, they are also insisting that we realize that other pandemics are just as possible in the future. We simply do not know. We used to operate with a false sense of certainty about the future, but this crisis has exposed just how uncertain things really are. Despite this, we are certain that the COVID-19 crisis has taught us that businesses need to transform. We can feel confident about that lesson. And when there’s need for great transformation, there’s need for great guidance.

Bring in the Consultants!

The reason I boldly claim that we need consultants now more than ever is because we’re in uncharted territory. Emotions are strong and it’s difficult, for both employees and business leaders, to wrap their minds over what to do next. Consultants, by and large, are transformation experts. We call on consultants to get us from one state to the next, because they have the expertise, experience, resources and know-how to pave a path to our objectives.

When it comes to the topic of resilience, businesses are plagued with questions around policy, leadership, technology, security, and change management while also grappling with the struggles of maintaining business today. This presents an interesting opportunity for people in the thinking industry.

The Driver: What’s driving or forcing companies to change?

The COVID-19 crisis has tested the resilience of the business world.

The Objective: What do companies need to do in response to this driver?

Companies have been forced to establish and maintain organizational resilience — to handle future crises.

Business Changes: What transformations must take place for companies to meet these objectives?

To establish and maintain organizational resilience, companies must:

  • Institute a flexible and secure work environment
  • Reduce costs to buffer current and potential decreases in revenue
  • Enable a remote, yet effective workforce that can work either from the office or at home
  • Establish policies and procedures for times of crisis and train staff on policies
  • Train leadership on managing and leading in times of crisis
  • Uphold excellent customer experiences in times of crisis

Business Value: What is the potential business value of these transformations?

When companies are resilient to crises, they:

  • Retain more business
  • Maintain business continuity in times when business is not usual
  • Have better buffers for sudden revenue decreases
  • Mitigate risks to security and quality — in areas like information security, safety, and compliance
  • Increase workforce satisfaction and trust

So, if you’re in the service of helping businesses transform, take a moment to consider if this new driver offers your firm new opportunities. And in doing so, consider the following:

  • What sort of products or services can you provide to help potential or existing clients manage this crisis?
  • What sort of training do you need to better help your clients manage crises and build resilience?
  • What sort of content can you develop to help your clients manage our current global predicament?

In times of global uncertainty, we need people in our corner to help us put one foot in front of the other. That’s why we need consultants now more than ever.

Source: https://www.m-files.com/blog/we-need-consultants-now-more-than-ever-how-the-new-normal-offers-consulting-firms-new-opportunities-to-win-and-retain-business/

3 Ways Intelligent Information Management is Your Secret Weapon in Data Security

As more companies start to transition away from paper files and towards digital, the threat of data breaches increases as does the disasters that come with it. In 2018, the United States experienced 1,244 data breaches resulting in 447 million records exposed.

There are hordes of hackers and nefarious people that work hard to breach weak security protocols and gain access to important documents. But let’s not discount the less nefarious yet risk-laden instances of security compromise. What about employees who access files that they weren’t authorized to look at — either accidentally or on purpose? What about Alan’s termination letter that was left on the printer right next to Alan’s desk?

Depending on your cybersecurity efforts, your IT department might already be using the latest firewalls, malware detection, and anti-virus software, so that the perimeter of your company’s documents are always secure. Having a strong external security system in place to prevent hackers from getting in is necessary for any company to function. But do you have a system in place to protect your documents from internal breaches?

Whether intentional or not, an employee may have unintentional access to emails that contain sensitive information, get forwarded important documents, log in to a public computer and forget to log out, and many more possible scenarios that result in a data breach.

To help protect your files from internal data breaches even as your company grows, intelligent information management (IIM) solutions like M-Files could be your first line of defense. IIM solutions ensure that all your unstructured files, documents, and business processes are stored, captured, managed, preserved, and delivered on a centralized network for easy retrieval. Below I’ll discuss how an IIM platform can help you protect your data from internal breaches.

The whole takeaway here is that data security should be enforced, not only as protection from outside intruders, but at the document-level for internal security.

“It has long been realized that encrypting content at rest, and particularly content in motion, is the only way to secure sensitive and potentially damaging content,” according to this AIIM report. “But suppose that instead of building protective walls around places where sensitive documents are held, we embed security into the document itself?”

Permissions and Access

It goes without saying. Sensitive documents should only be accessible to those who need access. It’s easy to have control over a few employees and the content they access in the first stages of your company. However, for growing companies, the ability to scale permissions access can get unwieldy.

With M-Files, you can set access permissions for whole classes of documents and data objects, in addition to specific documents, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.

M-Files ensures that information is accessible to the people who need it, and inaccessible and unseen by those who don’t need it or aren’t sanctioned to access it. Access permissions can be controlled by user, group, role, as well as any metadata property — no need for scripting with the flexibility to address unanticipated future needs. Take these two examples:

Employment documents. Employment agreements can be tagged to selected employees, making the agreement visible to that user, their supervisor and the HR department, but no one else. If there’s a management or organization change, just change the supervisor property of the employee and all related documents become visible to the new supervisor.

Sensitive project documents. When project team members are assigned to a project, all associated documents will be visible to only them. Brought on a new team member? Simply assign them to the project group. No need to micromanage and examine permissions for every piece of information related to the project. This approach simplifies onboarding new team members, and also makes it easy to allow external users such as partners and customers to securely access project-related documentation and participate in related processes and workflows.

M-Files also supports the concept of “faceted permissions” — where multiple metadata properties together can define the permissions of a document. In the project-based scenario above, for instance, if permissions are created for project group members, you can make certain document types — like an agreement or contract — visible only to project managers of the related project.

In regulated industries where compliance is key and audits by customers, vendors and regulating bodies are required, M-Files consistently enforces access control policy. M-Files enables businesses to easily prove they are following required procedures and follow regulations.

Audit Trails and Proactive Reporting

Audit trails and proactive reporting are useful during or after a data breach. You can use them to determine who has been accessing files, when they were doing it, and which documents they were after. Your IIM solution will notify you of any suspicious activity that occurs so you can attend to it as needed.

As an example, your IIM can notify you that a finance department staffer, who has access to all invoices, payroll, and tax-related documents is conspicuously downloading confidential information. The information consists of a few vendor invoices, employee payroll, and company tax documents while they’re on vacation, without notifying you of their intent. If you suspect something untoward, once you’re notified, you can block access to all documents until further investigation is conducted.

Lifecycle Management

Sometimes we all hold on to documents or belongings that we should’ve thrown out. While hanging on to a few personal items isn’t disastrous, doing the same with company files presents risk. Although there are certain documents that a company must retain for protection purposes, not all of them have that same weight.

An IIM solution will notify you when certain content has been idle for too long and is taking up space. It’ll then ask you if you want to keep or discard it. If you have no more use for content, you can discard it which ensures that no one has access to old documents that still contain sensitive information.

Source:- https://www.m-files.com/blog/3-ways-intelligent-information-management-is-your-secret-weapon-in-data-security/