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File sharing – Enterprise file synchronization and sharing – part 2
In the second part of the blog on EFSS you will learn about features that are important in the context of data security and internal national or GDPR regulations. Also you will find the answer for the question: why customization possibilities and flexibility of modular applications are important for administrators and users?
Full functionality and freedom of choice
Value of your data is something subjective, but it can be normalized within an organization. That’s why it is worth asking about the importance of data being processed in your company’s structures. If, for example, we are talking about financial, insurance, educational and medical institutions then administrators may not want or will be forbidden to have data analyzed/stored somewhere on external servers. Therefore, on-premise infrastructure can be the only solution. Coordinating these basic processes is crucial to the security of your company. Why? Even if we are assured of anonymisation, we can not feel safe in the context of the recent scandals regarding data leakage to foreign countries.
So not only coordination, but also understanding what we really use. Anonymisation concerns the provision of services electronically. It means irreversible preventing the identification of a specific person. As a result of actions of third parties it is not possible to determine which person the document, statement or information pertains to. But is it always enough? That’s why, from the administrator’s perspective, it is also important what platforms can be used to access files and from which platforms they can be shared. Finally – the ease of creating custom security policies.
Data sharing policies and procedures
There can be a lot of such data policies in the organization. Depending on the type of data to be shared and users. It can not be the case that the administrator will sit for a week or longer building complicated policies, whereupon any change will require further hours. From the administrator’s point of view, there must be clarity and transparency in the construction of such workflow.
If you can not control your data, your employees will start placing it where it will be the simplest. Although usually not safe enough. Uncoordinated data, dispersed in many places and without proper protection, is an ideal target for collectors.
Flexibility of modular application
An ideal solution seems to be a data protection tool, which additionally has intelligent functions related to data sharing and backup. In the context of internal national or GDPR regulations such possibilities seem to be a necessity. Not all solutions will be needed, it all depends on the profile and scope of the organization. However, it is worth paying attention to the flexibility that we have thanks to modular applications. Then we can easily expand the scope of the software’s features.
How does KODO introduce best practices of EFSS
Let’s start with the fact that KODO, as one of the few solutions on the market, supports the cloud model, where we give partners the opportunity to resell the service in a multitenancy model. In addition, KODO is also a good solution when the company wants to manage such an instance on prem.The issue of configuration seems to be relatively simple, we are able to connect data from LDAP (synchronization of user accounts), we offer a default policy with the possibility of modifying it in accordance with the client’s requirements, this policy includes several initial templates that address the most sensitive areas of application operation.What’s more, the EFSS module is one of the elements of the KODO ecosystem, so there is always the possibility of extending it with additional elements that form a whole in KODO, giving a full picture of data flow in the company and giving one central place to manage data security in the company.We provide the ability to manage links, centralized preview of who and how data is shared. KODO is therefore a good platform for business data management.We also give full customization of templates that are visible to our clients or partners. We can fully brand them, adapt to our company image or our needs (we refer here to this page to download the file). You can use it to promote your website, brand or provide additional information to clients.Customized websites or emails that leave the system and reach users help in building trust in the application. It is branded with company logos, colors, which makes it more authentic and helps to increase security and build user confidence. It will not be treated as spam.We support encryption – data encryption, encryption of file content. We gained experience in how to open Office files or PDFs from the server application and examine their content.In addition to the files themselves, we will be able to extract their contents and store them in the metadata database to enable contextual search. Through machine learning mechanisms, we will be able to cluster, categorize data and automatically assign tags that can be used in data security policies. It seems to us that no one from the EFSS world has this. On on-premise installations it is a cool, safe for users feature, because it happens under their control and on their infrastructure.
Along with the KODO web client, we are slowly introducing the functionality of the guest portal, i.e. the ability to share data for users outside the organization. Individuals will only see the data provided to them without downloading.Our idea is to share directories with files, and only this will be seen. We will also be able to provide him with a directory to which he can upload files. This functionality seems very nice for companies cooperating with agencies, with external providers of various services, where we need a fast and elegant data exchange.When you send files via email, you do not know if someone has made changes to the last version. When it is done by such a tool, we have the history of the version in one place, it is easy to go back to the chosen one and verify if we missed anything. It is also an effective tool due to the API that the KODO server has – an automation interface.An important element is that the whole system is not too complicated and configuration does not require dedicating hours. It must be easy, simple and pleasant also for the administrator.