FileCloud Helps Maintain Compliance
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FileCloud and Compliance
FileCloud is a hyper-secure cloud storage and file sharing system with tools in place to help admins and compliance officers achieve compliance and keep it.
FileCloud enables organizations to run their own GDPR, ITAR, HIPAA, FINRA, NIST 800-171, and CMMC compliant enterprise file share, sync, and endpoint backup solution with necessary encryption options.
FileCloud offers a powerful tool through the Compliance Center, which includes tabs for ITAR, GDPR, and HIPAA compliance.
Compliance is vital for many companies but can be difficult to meet. Compliance standards vary according to which regulation(s) a company is required to follow. However, not following these compliance standards can lead to severe penalties, including a significant loss of profit.
FileCloud is a hyper-secure cloud storage and file sharing system with tools in place to help admins and compliance officers achieve compliance and keep it. FileCloud enables organizations to run their own GDPR, ITAR, HIPAA, FINRA, NIST 800-171, and CMMC compliant enterprise file share, sync, and endpoint backup solution with necessary encryption options. Furthermore, FileCloud offers a powerful tool through the Compliance Center, which includes configurations for ITAR, GDPR, and HIPAA compliance.
General Compliance Requirements
GDPR (General Data Protection Regulation) is an EU data privacy law with regulatory requirements that affect anyone (including those who don’t live in the EU) who processes personal data or offers goods/services to EU residents. Any collected information must be secured, along with strict rules for consent, processing of data, and consumer requests for data.
ITAR (United States International Traffic in Arms Regulation) compliance regulations provide guidelines on securing confidential information for companies involved in the manufacture, sale, or distribution of defense-related articles.
HIPAA (Health Insurance Portability and Accountability Act of 1996) is a federal law that requires certain standards and regulations to be met to prevent sensitive health information from being released without patient consent. Healthcare providers, plans, and clearinghouses, as well as business associates are required to meet these regulations to protect sensitive health information. e-HPI—or electronic health information—is also subject to HIPAA protections.
FINRA (the Financial Industry Regulatory Authority) rules serve as a guideline for the financial industry, detailing the specific policies that its members must follow and the information they need to collect, maintain, and protect. FINRA enforces compliance with record-keeping rules, including SEC books, record rules applicable to broker-dealers, and Municipal Securities Rulemaking Board (“MSRB”) record-keeping rules. These regulations aim to provide regulators and investors quicker, faster, and more secure access to critical information to protect investors’ and stakeholders’ information and interests.
The U.S. government requires federal contractors to comply with the NIST 800-171 security standard to ensure the security of Controlled Unclassified Information (CUI) in organizations.
The Cybersecurity Maturity Model Certification (CMMC) is required by the DoD. This certification is designed to improve the protection of Controlled Unclassified Information (CUI) and Federal Contract information (FCI), and the certification applies to DoD contractors. CMMC measures an organization’s approach to protect FCI and CUI. CUI is information that requires protection or audit controls according to federal law, regulations, and government policies. FCI is information provided by or generated by the government under a contract to develop or deliver a product or service to the government, not intended for public release.
All these compliance requirements can seem overwhelming, but that’s where FileCloud comes into play. FileCloud has a multi-pronged approach to help companies and organizations become and stay compliant.
FileCloud is a hyper-secure EFSS with fully encrypted data and advanced 256-bit AES encryption for data in transit and at rest. FileCloud also supports compliance with features like:
- Granular file and folder permissions
- Advanced sharing permissions
- Retention policies
- Smart DLP and DRM
- 2FA and SSO
- FIPS 140-2, NIST Certified Encryption Module to encrypt files at rest and in transit
- Endpoint backup
- Automatic antivirus scanning and ransomware protection
These features ensure that data is viewed and accessed only by those who have permission and help avoid accidental or malicious leakage.
FileCloud Compliance Center
Perhaps the most helpful tool for compliance though is FileCloud’s Compliance Center. FileCloud’s compliance center helps connect security and sharing requirements in one easy-to-use interface.
The compliance center has separate tabs for ITAR, HIPAA, and GDPR that organize best practices, already-created rules, and notifications in case of violations. Admins can review the requirements listed in a table along with settings in FileCloud that help meet requirements.
Admins can view reports on violations to quickly fix issues; event logs can be saved and shared for oversight or audit requirements.
FileCloud’s hyper-security, granular sharing options, and Compliance Center make it easier for companies to achieve and maintain compliance, saving them time and money.
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FileCloud offers easy-to-use features that help organizations meet GDPR compliance. FileCloud provides privacy settings for user content, where users can request access or deletion of data relating to them (part of the “Right to be Forgotten” requirement). FileCloud enables administrators to discover and manage sensitive data including pattern search.
Quick Access to Data
FileCloud provides multiple options to access remote data via browser or FileCloud’s clients, such as FileCloud Drive. When requested by regulatory organizations, companies and organizations can grant any of these access methods to the regulators. Regulators can view, download, and print the document from the resources they have access to in their office. Besides stored files, the FileCloud administrator account provides access to employee accounts in case of an emergency or an audit.
Prevent File Deletion
FileCloud can help you prevent file records from accidental deletion. If a user deletes any sensitive files, FileCloud can be configured to send email alerts to administrators and supervisors. Even if a file is deleted, it is not purged from the system; administrators can restore the files.
Report and Audit
All file changes are kept with an audit trail and information about who changed the file, how (the device used), where (IP address), and when (timestamp). Audit logs can be searched based on keywords and exported for ease of governance.
Data Retention and Archiving
FileCloud features the most robust data storing, archival, and retrieval settings in the industry, enabling customers or solution providers to create a compliant-ready enterprise file access and sharing solution. With fully customizable settings such as access types, the number of revisions needed, and role-based access privileges, FileCloud can be configured to meet the needs of organizations of any size.
Data Loss Prevention
FileCloud’s “High Availability” (HA) architecture helps customers build redundancy across all layers of its infrastructure, ensuring strong protection against losing access to the records. Unlimited versioning helps users and administrators revert to an older version if any file is corrupt or regulators want to view an older version. FileCloud’s advanced heuristic engine, a proprietary technology, helps identify and prevent ransomware attacks.
Data Retention and Archiving
FileCloud features the most robust data storing, archiving, and retrieving settings in the industry, enabling customers or solution providers to create a compliant-ready enterprise file access and sharing solution. With fully customizable settings, such as access types, the number of revisions needed, and role-based access privileges, FileCloud can be configured to meet the needs of organizations of any size.
View Only Access
Most institutions have a wide variety of records and many types of users ranging from employee to vendors. Having a comprehensive system that handles a variety of permissions is critical. FileCloud can allow varied levels of enforcement, ranging from full to ‘view only’ access, which allows users to view files but not download.
FileCloud’s retention policies allow admins to control who views, changes, and deletes data and when. Often, compliance standards require that data is deleted or kept for a certain amount of time; these retention policies ensure requirements are followed.
FileCloud’s retention policies include:
• Admin Hold
• Legal Hold
To learn more about how to make these policies work, read this blog.
FileCloud’s compliance center is a great addition for compliance, and our Workflow Automation feature is a great addition for efficiency.
Workflows can automate tedious but important administrative tasks, allowing users to focus on more important work.
FileCloud’s no-code, drag-and-drop workflows are easy for anyone to create to automate tasks like document review, email reminders, signoffs, follow ups, and more.
All running workflows can be reviewed in a convenient dashboard, and reports can be downloaded for audit and oversight purposes.
FileCloud White Papers
Compliance is difficult. It’s full of complicated legalese and requirements that can be hard to understand and put into place.
That’s why we’ve created white papers on common compliance regulations. In these white papers, we go into the details of each requirement using easy-to-understand language. To learn more, just click the links below.