Data Governance and Retention

Delivering Control and Compliance Within FileCloud!

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Data Governance and Retention - FileCloud


With increasing regulations and the complexity of business processes, any mishandling of files increases the risk of regulatory penalties, which can affect business reputation and result in significant financial penalties. FileCloud simplifies data governance policy by setting policies for automatic document life cycle management, including file retention and archival.

Retention Policies

FileCloud data retention policy deliver control and compliance for the files and their folder groupings in the Cloud. Retention policies allow administrators to automate some processing related to protecting data and help secure digital content for compliance and enhancing the management of digital content for other internal reasons.

Control and Compliance

FileCloud offers the necessary safeguards to help you meet your security requirements and data retention compliance standards such as FINRA, HIPAA, GDPR, or ITAR data protection directive. FileCloud enables organizations to run their own compliant enterprise file share, sync, and endpoint backup solution.

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FileCloud has received the Gartner Peer Insights Customers’ Choice Distinction for the fifth consecutive time!

92% of our customers would recommend us to a friend.

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Data Governance and Compliance with FileCloud

Data Governance policy management within FileCloud is a new approach to manage content securely with a universally accessible, cloud solution that allows administrators to seamlessly manage the entire lifecycle process of their business documents, from creation to retention and finally disposition, and from the administrator dashboard in FileCloud. FileCloud provides a separate Governance Dashboard which allows an administrator to see all system alerts generated by any retention policy violations or conflicts. Admins will be alerted for any expiring policy dates as well as any policy violation.

Retention Policies
FileCloud data retention strategy allow administrators to automate some of the processing related to protecting files and their folder groupings. This policy-based automation is designed to help secure digital content for compliance, but it can also enhance the management of digital content for other internal reasons. These retention policies are helpful against legal actions, trademark issues, patent infringement, employee lawsuits and consumer complaints. There are many such legal risks businesses face.

Without the right systems within your cloud solution to discover and essentially preserve the sensitive content, the time and costs spent on litigation and handle legal cases can quickly spiral out of control. FileCloud retention policies are created and attached to stored files and folders. These special policies allow administrators to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.

For example, administrators can create a data retention policy management rule that disables a user’s ability to delete or edit any of the files and folders named in the policy. To resolve the issue of conflicting policies, FileCloud ranks retention policies by what best protects and retains the digital content.

  • Admin Hold: Outranks all other policies and prevents any update or delete of digital content for an indefinite period of time.
  • Legal Hold: Freezes digital content to aid discovery or legal challenges. During a legal hold, file modifications are not allowed.
  • Retention: Identifies digital content to be kept around for an unlimited amount of time before being deleted or released.
  • Archival: Moves and stores old organizational content for long term. No Deletion is allowed until a specified time period is reached. After this time, content gets moved to a specific folder.
  • Trash Retention: Can be configured for automatic and permanent deletion of all files in the Trash bins or to expire with no actions.

Enterprise Record Management

With rising government regulations and legal mandates, sensitive documents and corporate files must be securely managed. FileCloud’s record management system efficiently manages records throughout its lifecycle, creation to distribution to deletion. Enterprises process large amount of information from various internal and external sources, such as document files, emails, digital documents, photos, audio recordings, contracts, images and videos. The records management system is responsible for identifying information to be retained as records, manage throughout the lifecycle and be able to fetch when required for legal proceedings or internal processes.

You can read more about the FileCloud’s retention policies in detail.

Business File Sharing

It is possible to share business files publicly with or without a password security. Without password security, anyone having the link can access the file. On the contrary, password protected public share will ask for the password to give access. It is very easy to manage sharing options within FileCloud.

Simple File Sharing with Smart Notifications

With your files within the FileCloud, you can easily share them with anyone. Even if they’re outside your company, you can use a simple link or share via email. When someone accesses or edits the file, you can allow email notifications to be sent as well.

Keep Sensitive Business Files Secure

Share business files and confidential documents with password-protected links, set view, download, edit permissions, set expiry dates on shared links or delete them anytime so that files are shared with who you want and when you want.

Powerful Tools for Sharing

FileCloud provides tools for secure file sharing like, virtual drive , client portal, custom upload form, selective sync, endpoint backup, federated search to support e-discovery and GDPR compliance.

Filesharing & Multi Device Access

FileCloud can provide access to files within the enterprise, through mobile, desktop and mobile app that are simple to use. By connecting FileCloud to existing storage in the enterprise, such as Amazon S3 or Windows network drives, FileCloud can operate as a single access point to files across the enterprise.

Office Online & Outlook Integration

FileCloud can be integrated with Office Online and Outlook out of the box. Users can easily preview, edit and store MS office files (Word, Excel, PowerPoint) from the browser and download or share files in Outlook from FileCloud.

Maximum ROI

Leverage your existing on-premises IT infrastructure to run your own on-prem file sharing and sync solution. Businesses with critical data benefit by storing data in-house to minimize data security threats and meet compliance requirements.

Powerful Admin Capabilities

Admin has useful features like device dashboard, detailed audit log, advanced reports and much more. Admin can control user groups, control file/folder access and assign permissions, restrictions whenever required

Workflow Automation

FileCloud offers workflow automation! Automate tedious but important tasks like document review and signoffs. Business managers and team leads can create and share user workflows with the no-code, drag-and-drop tool.

Unlimited External Accounts

FileCloud offers free client / partner accounts for clients, external vendors and partners. Limited user accounts are free and do not count towards your user license limit. Offers significant cost savings for you.

Hybrid Cloud Solution

Get the benefits of both on-premise as well as the public cloud. Low latency, local file access when you are in office and seamless remote access from the cloud if you are outside.

Available on Azure Marketplace

Pre-built FileCloud VMs are available on Azure Marketplace. Deploy it in seconds. FileCloud also offers integration with Azure AD and Azure Files.


Get maximum protection from email spoofing and ransomware attacks using FileCloud’s unlimited file versioning and branding capabilities. FileCloud security includes 256-bit AES encryption for data at rest, TLS/SSL encryption for data in transit, two-factor authentication, anti-virus scanning, recycle bin and endpoint device protection.

HIPAA Compliant File Sharing

Powerful file sharing platform for hospitals and healthcare organizations. FileCloud supports HIPAA compliance by providing encryption in transit and at rest, detailed activity logs (what, when, who, where and how), integration with existing network shares, powerful admin tools and reporting, data leak prevention, device management, drive app and single sign-on capabilities.

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Data Governance and Protection

Businesses today are increasingly vulnerable to data loss as well as data leaks, which can damage your company’s reputation as well as disrupt day to day operations. Data loss and data leaks can be prevented by using governance and data retention policies within FileCloud.

The data leaks may not only be caused by hackers or 3rd party hacking parties, in fact many of the data breaches can be caused due to unintended or malicious actions of the employees for many reasons.

The key to protecting your business data from any external leak is to deploy safeguards not just for outside cyber attacks but also internal during any flow of information as well as the way information is stored.

FileCloud data governance and retention allows administrators to strictly populate policies to freeze digital content, prevent content from being deleted or updated for a certain period of time and help in e-discovery during legal cases.

“FileCloud is an easy to use solution and met all our data residency requirements.”

FileCloud Provides Data Privacy

FileCloud provides data privacy to the corporations. The hold on data and actions performed on data is entirely controlled by the corporations. Thus, ensuring complete data security and privacy.

Unauthorized access to user accounts are denied and the network is monitored for malware and ransomware. Any suspicious activity is flagged and the action is initiated.

Latest Security and encryption technologies are deployed for data protection and to prevent data leakages. FileCloud is a powerful and affordable cloud file storage and sharing service provider.

FileCloud offers one of the most powerful, secure file sharing business solution, specifically built for enterprises. You don’t need to take our word but trust companies like yours who chose us. Please try it yourself and find why we are growing at a much faster pace than dropbox and Box.

“We liked FileCloud’s pricing, comprehensive feature set (branding, encryption) and the responsive support”

FileCloud Security Features

Take a look at major security options within FileCloud.

  • 256-bit AES encryption for data at rest
  • SSL/TLS protocols for data in transit
  • Active directory integration
  • Two-factor authentication
  • SSO (single sign-on)
  • Granular user and file sharing permissions
  • Client application security policies
  • Automatic anti-virus scanning of files
  • Unlimited file versioning
  • File locking
  • Endpoint device protection
  • Comprehensive HIPAA compliant audit trail
  • GDPR compliance

FileCloud also supports federal security standard FIPS 140-2. With FileCloud, you can be rest assured that your corporate data is well protected in your servers and employee devices.


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