Archive for the ‘data governance’ Category

ITAR Compliance using FileCloud Online

ITAR provides a set of government regulations dictating how to prevent the distribution of defense items and services outside the US. ITAR makes it compulsory for companies to monitor and control inbound and outbound network traffic. FileCloud not only provides high security but also provides audit logs to see who accessed the cloud and for what purpose. Build a robust ITAR compliant document management and access control solution with FileCloud.

If a company fails to comply with the ITAR, it can face civil and criminal penalties. FileCloud is an ITAR compliant file sharing solution that provides the necessary tools for security, document management, data leak prevention, content classification, and private file sharing. For security, FileCloud provides end to end encryption, ransomware protection, FIPS 140-2 encryption and much more.

How FileCloud Ensures ITAR Compliant File Sharing?

  1. FIPS 140-2 encryption – FileCloud uses FIPS 140-2 Certified Encryption process to all the files stored in the cloud. This is enabled when a FileCloud Online site goes from Trial to Production from the server-side, no action is needed. FileCloud offers independent and extensive customer control over encryption keys using AWS Key Management in GovCloud.
  2. End to end encryptionFileCloud’s encrypted file sharing provides security measures to safeguard the files you store and share within or outside the cloud. FileCloud provides end to end encrypted file sharing, auto-scanning of files when uploaded and ransomware protection.
  3. Watermarked Previews – To enable the Watermark for preview shares, please send the “text” you want to show as a watermark to the support team to make this change on the server level.
  4. Secure Private Access –  You can choose to remove public access or shares of the files as an Admin through out Admin  Portal, making sure no unauthorized personnel or software can access the documents. FileCloud offers private-only, time-limited and view-only access for sensitive documents. One can prevent downloads, and configure custom sharing options with FileCloud’sSmart DLP capabilities and document tags
  5. Robust login security –  FileCloud can enable Two Factor authentication for users.The following options are available:  Using Email based security code TOTP (Google Authenticator or similar TOTP code generators),  Using DUO Security, Using SMS OTP Security Codes, Using SMS OTP Security Codes for specific user agents.  The 2FA method can be selected by Policy Group (Settings / Policies) which enables FileCloud to use different methods to different groups of users.
  6. Smart data leak prevention -Data leak prevention (DLP) is a FileCloud feature that enables administrators to closely control the degree to which users can access, edit, download, and transfer their organization’s files and folders. While DLP can be useful for many different kinds of data, it can be especially critical for the secure handling of Personal Identification Information (PII), Personal Health Information (PHI), and Payment Card Information (PCI). DLP also offers greater security to organizations that are required to operate in compliance with HIPAA or GDPR.
  7. Record-Keeping – The ITAR requires that these records be maintained for five years from the expiration of the export license or other approval. In the case of an export license exemption, this would be from the date of the transaction.FileCloud for ITAR offers complete content lifecycle management with flexible retention and archival schedules to meet your ITAR record-keeping requirement
  8. Audit controls -All FileCloud activity is recorded in the Audit Records, these records can be viewed and exported from the Settings / Audit section.
  9. Smart content classification -The Content Classification Engine (CCE) is a rule-driven content classification system that enables the generic labeling of files with metadata. This labeling enables key operations within FileCloud such as contextual file search and Data Leak Prevention.
  10. Remote wipeIn addition to Blocking a Client Device from logging in, the Administrator can also wipe FileCloud folders in the remote device. If the client is connected, the block and remote wipe will occur and the client will automatically exit out.
  11. Enable secure NIST password guidelines – At any time a password is created or updated before the password is accepted, FileCloud Server checks the suggested password against the US NIST Password Guidelines list.
  12. U.S. based infrastructure operated by U.S. citizens in the U.S. – FileCloud has a dedicated team based in the U.S. operated by U.S. Citizens that will take care of your server infrastructure.


    FileCloud for ITAR is a highly secure file management platform that offers file storage, access, and data governance. Custom-tailored specifically for organizations that deal with ITAR and EAR regulated data, it offers multi-layer data security, governance, and advanced record-keeping capabilities.FileCloud for ITAR is cloud-agnostic, meaning you can self-host it on your own IT infrastructure, or choose to utilize our software services. FileCloud for ITAR cloud service is hosted in AWS GovCloudand fully managed by U.S. citizens or permanent residents, maximizing accountability.

How CCPA Will (California Consumer Protection Act) Impact Business and Companies?

We all deserve data privacy. Our personal information is on the line and we require privacy laws to maintain their safety and integrity. After all, the steady stream of information regarding ransomware, malware, and data breaches is enough to give developers, marketers, and businesses sleepless nights.


Robotic Data Privacy

To combat the situation, governmental regulations are being enacted to safeguard data privacy and penalize organizations that fail to comply, intentionally or unintentionally. The most recent among these regulations is the 2018 California Consumer Privacy Act (CCPA), which aims to protect sensitive consumer data from 2020 onward.

Although it shares various rights with the EU’s GDPR – such as the right of access to data, the right to be forgotten, and the right of portability – you still need to understand how CCPA will affect your business. It’s all set to be implemented from 1 Jan 2020, so the need to understand it is urgent. Find more details below:

Why CCPA Matters?

Under CCPA, residents and employees of California can now:

  • Request deletion of personal details, opt-out of the sale of personal information, know whether their personal information was disclosed or sold, and find out which categories of their personal details have been collected.
  • Receive equal price and service, even when exercising privacy rights.

According to the CCPA, personal information broadly includes various categories that identify a person indirectly, such as aliases, social security numbers, search and Internet browsing history, credit card information, unique personal identifiers, geolocation data, email addresses, and others.

Impact of CCPA on Your Business

Companies must now take stock of what constitutes private data and find and secure this kind of data, going as far as to police their vendors so that they remain compliant with the new rights.

The CCPA law will cover every company with a minimum annual revenue of $25 million that deals with California consumers. It does not matter if the business is located in a state different than California or abroad. Plus, any business that collects the personal data of a minimum of 50,000 consumers or collects over half their revenue from the sale of personal data will be covered by this regulation.

California permits businesses to offer financial incentives to users who share personal data, but they need to opt-in beforehand. Like GDPR, CCPA helps companies offer a reasonable protection level for personal information. Businesses now need to explain how they plan on using customer information and explicitly request permission before collecting and processing it.

For protecting the personal details of users, companies must know what data they have, how it’s processed, and where it resides. This enables them to set up suitable security measures that are compliant with the new regulations.

Data Protection and Privacy

Impact on Businesses Affected by the Law

Most existing privacy laws in the US are optimized to meet the requirements of certain sectors or industries. Unlike past privacy laws, CCPA is applicable to nearly every industry, with barring a few exceptions.

Owing to the quick approval process for this set of laws, the California legislature decided not to take into account the complaints of various companies that the CCPA will affect. For that reason, the CCPA is likely to undergo regular updates to accommodate different industries that were left out of the original act. More research must be done to make the law perfect.

Greater Cost to Small Businesses

Like the oversight of different industries, the CCPA hurriedly excluded numerous small companies from very general requirements. As the current definition of business stands, the CCPA law is likely to affect most small businesses in an adverse way.

While 50,000 might look like a huge number initially, when you divide it by 365, you’re left with fewer than 150 users each day. Also, consider the ambiguity of this statement since it applies not just to customers but even to devices or households.

Due to the confusing definitions surrounding this act, the CCPA is going to sweep in a lot more business than expected. This indicates what’s to come later on. GDPR was just the beginning of the future. And greater regulatory compliance will start suffocating the company.

Consumers will become the ultimate victims. Their costs will go up and jobs will be lost, resulting in greater economic impact albeit a negative one. That’s why it all boils down to the balance between regulation and protection and too much of it.

A lot of small businesses will fail to gather the funds necessary to pay off the expenses related to the new law and must choose between not sticking to the law or dismissing the organization from the market.

The majority of small businesses interconnect with larger or other small companies to recoup their profits. Unfortunately, only a couple of businesses can be considered CCPA compliant now. Many have yet to begin the compliance process while most are in different stages.

The Problem with Vague Laws

Numerous businesses in California recently had to spend money forcibly on GDPR compliance. Due to the absence of application and thought, the variations between GDPR and CCPA will impose a new round of expenses to companies just overcoming the burden of GDPR compliance.

Even more frustrating is the fact that if businesses are GDPR compliant, implementing further changes will probably put the privacy of California customers at risk. Thus, making the two laws harmonious with one another by the legislature can go a long way in helping businesses.

Positive Impact

A lot of work still remains to get businesses ready for the CCPA deadline. However, streamlining the data collected by a company, along with the storage and processing methods can go a long way in making the system more efficient. Companies should only collect the necessary pieces of PII to perform the services and limit the resources and time spent on storing the entirety of it.

If your business has to know what must be done for its IT systems to meet the requirements of CCPA, FileCloud is your best bet. Apart from risk assessment and review, FileCloud also assesses your existing data protection methods and policies. This helps you implement long-term security and privacy plan.

Concluding Remarks

Companies and businesses should realize by now how extensive the impact of CCPA will be. They should start preparing right away to become compliant. Otherwise, they risk damaging their reputation, lawsuits, fines, and the loss of customers. Compliance will bring more customer value to the company.


Author: Rahul Sharma

What is Data Governance and Why Does it Matter?

More than two years back, The Economist, in an article titled, ‘The world’s most valuable resource is no longer oil, but data’, stated that data is now the most valuable resource in the world. And why not, when almost all the businesses across the world, are using data in some form or the other, to power their business strategies. Knowing what the customers want or like, when, where, and how, etc. has helped many businesses to finetune their offerings according to their customer preferences, and in turn benefit financially from this insight. Personalization is the need of the hour, and perhaps, the most important differentiating factor, where businesses are concerned. Simply put, reaching the right person, at the right time, with the right product or service, is the clincher.

This is also why AI and data science have become a hot topic across the world, and data scientists and analysts are much in demand. Data became the most valuable resource, only because businesses realized the immense power that it has to provide valuable insights that could literally change their fortunes. Data, therefore, became something very important; something that needs to be stored, safeguarded and managed properly, for any kind of loss, misuse, or manipulation, could also mean a lot of adverse effects, including that of reputation. The successes of many businesses depended upon the integrity of the data and the multiple insights that it provided through the various analytics. This gave rise to what is called as Data Governance.


Decoding Data Governance

The term Data Governance encompasses a whole host of things that cover the people, technologies, and processes, that are needed to manage the data of an organization. Data is obviously an asset, and therefore it needs to be correct, secure, reliable, and also accessible only to authorized personnel, for defined purposes. This is what forms the core of the Data Governance policies of any organization.

The aim of Data Governance is to put in place systems and policies that govern data in order to:

  • Establish clear usage rules (both internal as well as external)
  • Standardize its storage and administration (Best practices)
  • Ensure Risk Management
  • Reduce costs
  • Monetize or create value, out of data
  • Ensure interoperation and seamless communication

It is important to keep in mind that the Data Governance aims of each and every organization can be unique. It is fully driven by the needs of the businesses and their defined goals, regulations and compliances if any. As such, this needs to be thought through at a very high level and then internalized across the organization.

Why it matters?

Not surprisingly, Data Governance matters only because of the immense potential it holds to make or break businesses! When businesses build their strategies around decisions based on stories derived from data, they better be sure that the stories are true and reliable. The integrity of the data on which these important decisions are made counts for a lot. Also, consistency and uniformity in storing and consuming the data can streamline a lot of communications, both within and outside the organization. Also, this can lead to better synergies within various departments within the organization, and improve operational efficiencies.

With data breaches proving to be rather costly for organizations (who have been unfortunate enough to be in such situations), Data Governance also assures the safety and security of data. And it also means that any necessary regulations and compliances will also be met by default through transparent laid down procedures. Furthermore, it helps businesses to be proactive and reach out to their customers with appropriate offerings, and perhaps, also gain an edge over the competition.

Good Data Governance policies also ensure that the data quality is always accurate and reliable. In fact, this could also mean that the costs are reduced; or with the intelligent use of data, the data can actually pay for its upkeep, and may well become the most important and self-sustained asset, of the organization!


Author: Nandini Shanbhag

Content Services Platform vs ECM – Concepts, Overview and Capabilities

Gartner, the leading research and advisory firm, has replaced the term “Enterprise Content Management (ECM)” with “Content Services Platform (CSP)” in its popular research report “Reinventing ECM: Introducing Content Services Platforms and Applications” published in Dec, 2016. Gartner feels the term “Enterprise Content Management” no longer reflects organizational needs for content in business and encourages organizations to rethink their content strategy.

What are the reasons for this change – ECM to Content Services Platform?

Traditional ECM systems has not live up to its original promise of bringing all enterprise content into one repository. The utopian concept of single repo for all enterprise data has not happened and it is unlikely to happen in the future. Infact what has happened is an increase in number of data silos in enterprises because of the advent and use of new SaaS productivity apps. Traditional ECM systems from Alfresco, OpenText and Documentum has fulfilled to some extent the goals of compliance and control. But they have failed to provide the user experiences that end users want (any device and anywhere access) and they come short when it comes to solving new functionalities like enterprise file sharing and sync, group communication, team collaboration and others.

What is Content Services Platform?

Gartner analysts define Content Services Platform as a “a set of services and micro services, embodied either as an integrated product suite or as separate applications that share common APIs and repositories, to exploit diverse content types and to serve multiple constituencies and numerous use cases across an organization.”

If you want a simple definition Content Services Platform are nothing but “an API centric, cloud/device-agnostic next generation enterprise content management systems that support multiple repositories, endpoints, content types and business use cases to serve multiple stakeholders across an organization.

Products like FileCloud, M-Files, Box and Hyland Onbase fulfill the Gartner definition and can be called as Content Services Platforms.

Core Features of Content Services Platform

1. While traditional ECM systems support a single repository, Content Services Platforms support external content repositories in addition to its its primary repository. For instance please see FileCloud architecture given below,

In-addition to its primary repository (Managed Storage), FileCloud supports external repositories (Network shares, AWS S3 and Azure Blob storage). A traditional ECM architecture is shown below that supports a single, primary repository.

2. Content Service Platforms are API centric. All clients use the common APIs to access the content from the repositories. For instance, all FileCloud clients (Sync, Drive, Web, Outlook Add-in, Mobile apps) use the same REST APIs to access the content

3. Compared to traditional ECM architecture, Content Service Platforms offer intuitive user interfaces and excellent UX to appeal to business users. In-addition they provide flexible architecture. Not a monolithic one .

4. Content Service Platforms offer multiple endpoint access to the content managed by CSP. For instance, FileCloud offers multiple clients (Drive, Sync, Web, Mobile apps, Browser add-ons, Salesforce integration, Outlook add-on and so on) to access the content.

5. Content Service Platforms offer integrations with popular, common line of business applications like Salesforce, SAP and others.

6. An Ideal Content Service Platform is cloud agnostic and supports public, private and hybrid cloud storage. For example FileCloud can be deployed on-premise or on public cloud infrastructure and also available as SaaS.

7. Content Service Platforms support content governance to be compliant with regulatory and organizational mandates.

8. Content Service Platforms offer powerful data leak prevention capabilities to secure and manage enterprise content. It shall also offer granular folder, sub folder level access permissions for granular access control.

9. Content Service Platforms offer flexible metadata management and enables auto classification of content to organize and secure content.

10. Content Service Platforms provide an array of content management capabilities that include versioning, document preview, annotation and editing.

digital workspace

New FileCloud 19.2 Release – Smart DLP, Content Classification, Azure Blob Storage Support and More

Data privacy regulatory landscape is changing fast. More and more countries are enacting their own data privacy regulations similar to GDPR. Organizations are facing a new reality where they need to comply with an array of data security privacy regulations (GDPR, CCPA, UK’s Data Protection Act 2018, and NZ Privacy Act) in a short period of time. Keeping the evolving future in mind, We are bringing major new FileCloud functionalities like Smart DLP, Smart Classification and SIEM Integration to make your content compliance and governance easy.

Smart DLP

Our simple, flexible, rule-driven Smart DLP system securely prevents data leaks from end users and can save enterprises from huge compliance fines.

Smart DLP Rules

Smart Classification

Our Smart Classification engine automates your PII/PHI/PCI Discovery. Find personally identifiable information (PII), protected health information (PHI), payment card information (PCI) and other sensitive content quickly.

Content Classification Rules

SIEM Integration

FileCloud now integrates with enterprise Security Information and Event Management (SIEM) tools. This new capability allows system administrators to monitor FileCloud alerts and audit events (What, When, Who and How) in one central place for ease of security management and complete protection.

Azure Blob Storage Support

Our vision is to make FileCloud – the most powerful cloud-agnostic enterprise file services platform that allows organizations to access, share, sync, search and govern organization data. This new release brings Azure Blob storage support to FileCloud making Azure as a first class citizen in our platform. It is a significant milestone in reaching our vision. With this new integration, FileCloud allows organizations to access, share, sync, search and govern organization content stored in Azure.  This integration will greatly benefit organizations in Azure ecosystem and companies who rely on Microsoft products and services.

In addition to the major features, the release includes hundreds of product improvements and security fixes. You can find complete release notes here.

Customer-centricity is one of our core values and our product roadmaps are driven by your requests. As such, we ask that you keep your feedback coming. We’re very proud of this update, and we hope that it comes to serve you well.

How to Successfully Deploy a Data Compliance Solution

According to Gemalto’s 2018 Data Security Confidence Index, 65 percent of companies hold more data than they can handle. Even more concerning is the fact that over 54 percent don’t know where all the sensitive data is stored, while 68 percent have no idea what must be done to maintain GDPR compliance.

That’s the thing about data. In the words of a certain web-slinging superhero, “With great power comes great responsibility.” So, the more data a company has, the more responsibilities it will have in terms of storage, sharing, protection, and usage. And in the wake of the Facebook-Cambridge Analytica data scandal, it is clear that companies will suffer severe reputational damage if they fail to protect confidential information.

Apart from that, a company’s unethical or careless actions will draw severe financial penalties.

A comprehensive data loss prevention strategy looks at containing leaks caused by insider threats, extrusion by attackers and unintentional or negligent data exposure.

In the past few years, the number and complexity of regulations businesses need to comply with have increased considerably as authorities try to regain control over vast amounts of data stored in the cloud and on servers worldwide.

All these factors make data compliance a necessity for companies everywhere. But deploying a compliance solution is more complex than you think. GDPR, HIPAA, PCI DSS, and other regulations have compliance professionals scrambling to comply with the different laws. The trick is to streamline your compliance efforts so you can avoid the fines.


The General Data Protection Regulation (GDPR) came into effect in 2018 across the European Union. It lays out different rules concerning an individual’s right to know what data companies have on them, how they should process this data, and stricter measures for reporting breaches.

The thing is, the GDPR didn’t just affect businesses based in Europe. Cisco’s 2019 Data Privacy Benchmark Study surveyed more than 3200 security professionals in 18 countries across different industries, and 97 percent of respondents claimed GDPR applied to their firms. If a company has dealings with any individual under the EU’s jurisdiction, they must abide by the provisions laid down by this new regulation.

Even though there are plenty of rules within the GDPR, most of them revolve around three major principles – reducing the amount of data held, acquiring consent, and ensuring a data subject’s rights.

What Does Deployment of GDPR Compliance Involve?

While it might seem like a huge leap, the first step for any business to ensure GDPR compliance is to assign someone who will oversee the company’s activities. This person is the data protection officer. Certain organizations dealing with huge volumes of data have already made this role mandatory in their structure.

Role of Data Protection Officer:

  • Data protection officers oversee data protection strategies and implementation for compliance with GDPR guidelines.
  • They must document why people’s information is collected and processed, the timeline and descriptions of the data held, and information on technical security measures.
  • They report to senior staff members and are a point of contact for customers and employees.

Process of Deployment

Start by centralizing your GDPR compliance. Quickly implement the new standard required to achieve GDPR compliance, such as data protection and storage requirements (Article 35), responding to breaches (Article 33) and requests for removal.Monitor the company’s hierarchies of personal information, and maintain necessary controls and records for processing activities (Article 30). Develop a holistic asset inventory and provide a central landing page for customers so they can submit individual rights requests.

You must now integrate GDPR with existing processes by customizing GDPR requirements and ensuring they align with the needs of the organization. Implement a powerful graph database and design approval workflows. Also, you need to set automated due date triggers so authorities get alerted within the stipulated 72 hours of a data breach.


Out of the 3,003 healthcare institutions surveyed by medRxiv, more than half failed to comply with the Health Insurance Portability and Accountability Act (HIPAA) right of access. The study shows that most patient requests take numerous referrals or attempts before supervisors share the records.

This 1996 regulation governs how American organizations handle an individual’s medical and healthcare records in a confidential and safe manner. Due to the sensitive nature of these records, organizations must pay hefty penalties if they fail to safeguard the data. Insurance provider Anthem, for example, paid $16 million in fines last year after the health information of nearly 79 million individuals was hacked.

What Does Deployment of HIPAA Compliance Involve?

As per HIPAA guidelines, all electronic health data are limited to those with valid reasons for viewing them. Thus, strong access controls and encryption are necessary. The standards are applicable to records in a database setting and those being shared. It is important to fully monitor, protect, and control file transfers and emails.

HIPAA involves complete audit trails that detail each interaction with the data. Healthcare institutions must therefore equip IT staff with event log management software so they can comply with these regulations. Not only does the software maintain full records each time a file is changed or accessed, it alerts organizations to potential security breaches the moment they happen.


Every business dealing with the financial data of customers is aware of the Payment Card Industry Data Security Standard (PCI DSS). This is integral to a financial institution’s compliance method since it establishes the guidelines on how firms must protect and handle cardholder data, like credit card numbers.

Now, no government body mandates PCI DSS. But it is wholly accepted by different industries and non-compliant companies may have to shell out heavy fines. In fact, their relationships with payment processors or banks may get terminated. Even companies using third-party services for processing card payments should take responsibility for the security of debit or credit card data gathered, stored, or terminated.

What Does Deployment of PCI DSS Compliance Involve?

The precise methods firms must follow depend on the number of transactions processed. Companies with bigger customer bases must adhere to better requirements. However, PCI DSS standards require businesses to maintain stringent security standards.

Thankfully, the Payment Card Industry Security Standards Council details several steps on what companies should do for compliance. The twelve-step process ranges from sufficient firewall for cardholder data protection (requirement 1) to regular testing of processes and systems (requirement 11). Thus, companies must devise a plan to meet these standards.

Concluding Remarks

With the increasing complexity of business processes and regulations, any mishandling of customer data or files increases the likelihood of regulatory penalties. Not only does this threaten the reputation of a business but it also incurs severe financial penalties. Compliance is necessary for companies to establish policies that meet industry expectations.


Demystifying the Complexities of Data Ownership

Enterprises are undergoing a digital transformation as they continue to explore new opportunities offered by connected technologies. However, they are also becoming increasingly reliant on data and driven by data gathering and analytics. The risks to sensitive data are expanding, leading to multiple questions relating to data rights and privacy that have to be unraveled. The fact that data is driving innovation is undeniable, innovators require very large quantities of data from a broad array of sources to push the envelope on emerging technologies like machine learning and AI.

In this digital age, data is collected ubiquitously. Personal data is collected each time you interact online, use a mobile device, via IoT devices in vehicles and homes, and from the various public and private sector services we utilize on a day to day basis. Due to this, data ownership can no longer be considered a niche issue. Enterprises are realizing that data ownership is gaining strategic importance.

What is Data Ownership?

Data ownership boils down to how the data was created and who created it. However, getting the precise definition of data ownership is not straight forward, the term itself is typically misleading. This fact is rooted in the basic concept of ‘ownership’, which can be construed as having legal title and full property rights to something. Going by that definition of ownership, then data ownership must mean having legal title to one or more specific articles of data. In reality, while the actual ‘owner’ of the data is responsible for the entire domain, it’s typically different people who ensure that all the details are accurate and updated.

Who Actually Owns the Data?

Is it the physical individual associated with the personal data, or is it the organization that has invested money and time in the collection, storage, processing, and analysis of the personal data. In an enterprise setting, the term ‘ownership’ generally assigns a level of accountability and responsibility for specific datasets. In this context, the ‘ownership’ bares no legal connotation but refers to other notions like assurance of data security and data quality. From a more legal standpoint, ownership-like rights are currently limited to trade secrets and intellectual property rights. However, none of them provide adequate protection of (ownership in) data.

Most legal professionals are of the opinion that data subjects should keep the ownership of the raw data they provide, while the data processor retains the ownership of ‘constructed data’ – obtained via manipulating the original data, and that can’t be reverse-engineered to extrapolate the raw data. The properties of data itself makes ownership an arduous proposition. Knowing this, regulators have instead chosen to enact simple restrictions on the use of data as opposed to labeling data as an individual’s property.

How Does Technologies Like Machine Learning Affect Data Ownership?

From voice assistants like Alexa and Siri, to self-driving cars, it’s no secret that Artificial Intelligence has come full circle in the last couple of years – largely due to big data and the advancements in computing required to process information and train machine learning systems. But even as we marvel at these technological advancements being driven by data, we cannot fail to consider how data ownership impacts both privacy, and machine learning initiatives.

It’s no secret that data ownership is slowly being solidified by the expansion of data democratization. Paradoxically, the democratization of data and the continuous iteration and development of machine learning applications muddles the concept of data ownership. Enterprises derive invaluable insights from machine-learning-driven models that utilize consumer data. From a data-ownership perspective, the trouble stems from the exact same point as the opportunity.

Creators of machine learning technologies should therefore resolve to integrate organizational and technical measures that implement data protection principles into the design of AI-based tools. Additionally, when it comes to data ownership and artificial intelligence, legal practitioners should remain circumspect to the reality that propriety rights in certain aspects of data may exist. In the context of AI, propriety rights may not protect the data itself, but its compilation, which may include database rights and copyrights regarding the ‘products’ of AI.

Data Governance Within the Enterprise

Data governance refers to the general management of the integrity, usability, security, and availability of the data utilized in the enterprise. The unparalleled rise in sources and volume of data has requisitioned enhanced data management practices for enterprises. Quality, governed data is crucial to effective and felicitous decision making. It’s essential for guaranteeing legal, regulatory and financial compliance.  The first step towards establishing a successful data governance process is clearly defining data for an enterprise-level integration. This lays the ground work for a complete audit trail of who did what to which data, making it simpler for the organization to trace if/where something went wrong. Data stewards should be appointed as part of the governance process, to oversee the entire framework.

Data privacy regulations like CCPA and GDPR have increased the need for enterprise-wide regulatory compliance. A well developed data governance framework facilitates several aspects of regulatory compliance, empowering business to readily classify data and perform process mapping and risk analysis.

Author: Gabriel Lando

The Evolution of Data Protection

Data has penetrated every facet of our lives. It has evolved from an imperative procedural function into an intrinsic component of modern society. This transformative eminence has introduced an expectation of responsibility on data processors, data subjects and data controllers who have to respect the inherent values of data protection law. As privacy rights continually evolve, regulators are faced with the challenge of identifying how best to protect data in the future. While data protection and privacy are closely interconnected, there are distinct differences between the two. To sum it up, while data protection is about securing data from unauthorized access, data privacy is about authorized access – who defines it and who has it. Essentially, data protection is a technical issue whereas data privacy is a legal one. For industries that are required to meet compliance standards, there are indispensable legal implications associated with privacy laws. And guaranteeing data protection may not comply with every stipulated compliance standard.

Data protection law has undergone its own evolution. Instituted in the 1960s and 70s in response to the rising use of computing, re-enlivened in the 90s to handle the trade of personal information, data protection is becoming more complex. In the present age, the relative influence and importance of information privacy to cultural utility can’t be understated. New challenges are constantly emerging in the form of new business models, technologies, services and systems that increasingly rely on ‘Big Data’, analytics, AI and profiling. The environments and spaces we occupy and pass through generate and collect data.

Technology enthusiasts have been adopting new data management techniques such as ETL (Extract, Transform, and Load). ETL is a data warehousing process that uses batch processing and helps business users analyze data which is relevant to their business objectives. There are many ETL tools which manage large volumes of data from multiple data sources, manage migration between multiple databases and easily load data to and from data-marts and data warehouses. ETL tools can also be used to convert (transform) large databases from one format or type to another.

The Limitations of Traditional DLP

Quaint DLP solutions offer little value. Most traditional DLP implementations mainly consist of network appliances designed for primarily looking at gateway egress and ingress points. The cooperate network has evolved; the perimeter has pretty much been dissolved leaving network-only solutions that are full of gaps. Couple that with the dawn of the cloud and the reality that most threats emanate at the endpoint and you understand why traditional, network- appliance only DLP is limited in its effectiveness.

DLP solutions are useful for identifying properly defined content but usually falls short when an administrator is trying to identify other sensitive data, such as intellectual property that might contain schematics, formulas or graphic components. As traditional DLP vendors stay focused on compliance and controlling the insider, progressive DLP solutions are evolving their technologies; both on the endpoint and within the network to enable a complete understanding of the threats that target data.

The data protection criterion has to transform to include a focus on understanding threats irrespective of their source. Demand for data protection within the enterprise is rising as is the variation of threats taxing today’s IT security admins. This transformation demands advanced analytics and enhanced visibility to conclusively identify what the threat is and deliver the versatile controls to appropriately respond, based on business processes and risk tolerance.

Factors Driving the Evolution of Data Protection

Current data protection frameworks have their limitations and new regulatory policies may have to be developed to address emerging data-intensive systems. Protecting privacy in this modern era is crucial to good and effective democratic governance. Some of the factors driving this shift in attitude include;

Regulatory Compliance: Organizations are subject to obligatory compliance standards obtruded by governments. These standards typically specify how businesses should secure Personally Identifiable Information (PII), and other sensitive information.

Intellectual Property: Modern enterprises typically have intangible assets, trade secrets, or other propriety information like business strategies, customer lists, and so on. Losing this type of data can be acutely damaging. DLP solutions should be capable of identifying and safeguarding exigent information assets.

Data visibility: In order to secure sensitive data, organizations must first be aware it exists, where it exists, who is utilizing it and for what purposes.

Data Protection in The Modern Enterprise

As technology continues to evolve and IoT devices become more and more prevalent, several new privacy regulations are being ratified to protect us. In the modern enterprise, you need to keep your data protected, you have to be compliant, you have to constantly be worried about a myriad of like malicious attacks, accidental data leakage, BYOD and much more. Data protection has become essential to the success of the enterprise. Privacy by Design or incorporating data privacy and protection into every IT initiative and project has become the norm.

The potential risks to sensitive corporate data can be as tenuous as the malfunction of small sectors on a disk drive or as broad as the failure of an entire data center. When contriving data protection as part of an IT project, there are multiple considerations an organization has to deal with, beyond selecting which backup and recovery solution they will use. It’s not enough to ‘just’ protect your data – you also have to choose the best way to secure it. The best way to accomplish this in a modern enterprise is to find a solution that delivers intelligent, person-centric and dynamic data-centric fine-grained data protection in an economical and rapidly recoverable way.

Author: Gabriel Lando

Benefits of Centralized Master Data Management

Centralized data management is the preferred choice of most organizations today. With this model, all the important files and even apps are stored on a central computer. Workers can access the data and resources on the central computer through a network connection, virtual desktop infrastructure (VDI) or desktop as a service (DaaS). Many organizations including banks, financial firms, hospitals, and even schools prefer central data management.

If your organization is not using a centralized data management model, you may want to consider it as it gives the company more control and makes things more ordered for workers. In this blog post, we’ll be looking at some of the key benefits of centralized data management.


Security is a top priority for every organization, and it is one of the top benefits of central data storage. In the age of data breach, we cannot overlook the importance of proper security. You do not want sensitive files to fall into the wrong hands.

When data is spread across the different devices of your employees, it is difficult to implement proper security measures across all devices. Even if you lay down security guidelines, there are no guarantees that they’ll be followed. However, central data management ensures that you can take matters into your hands and provide thorough security for your files. You can determine who gets access to them and the level of access each person has. Centralized data management is the best way to provide foolproof security in every organization.

Easier Data Recovery

Sometimes, despite our best efforts, we are faced with the loss of data. It could be because your device is hit with a virus, a software becomes corrupt or even a hardware malfunction. Whatever the case, data recovery an option that you’ll most likely turn to. Of course, you need the right files to serve clients and ensure your organization is running smoothly.

Data recovery is much easier when you have a central data storage. Instead of your IT staff having to go through several devices to recover files and attempt to assemble them, they can focus on working on one device. This doesn’t only make the job of recovering data less complicated, but also more orderly. When you even think about it, the possibility of having to resort to data recovery is less when you opt for central data management. This is because you can implement the best security protocols and maintain the hardware of your central computer, so it never experiences any malware attacks as well as hardware or software failure.

Data Integrity

Another importance of central data management is data integrity. Data integrity refers to the consistency and accuracy of your data. When your files are spread across different devices used by your employees, there is a higher probability for conflicting versions of the same file. For example, if two people are working on different aspects of the same document at the same time. They will present two different versions ultimately, and someone will have to spend precious time compiling them. You also run the risk of having more redundant files on different devices.

Central data management eliminates all of this. When all your files are stored on a master computer, it is easier to spot redundancies as well as conflicting versions of the same document. Central data management ensures that your files are accurate and updated. This makes it easier to access specific information and makes your employees more efficient.

Smooth Collaboration

Collaboration is essential in every organization. It invariably happens that several people have to pitch in to get a job done. With central data management, collaboration is smoother. Instead of having to go around the office or send emails asking other people for particular files, your employees can just log in to the central database and access them. No need to wait because the person who has a specific file is out of the office. This does not only save time but speeds up collaboration.

Central data management also eases the decision-making process and makes it faster. This is because the decision makers can quickly access all the data they need to come to a conclusion. Having a centralized data management system also allows the people at the top tier of the organization to keep track of the activities of everyone and ensure that things are progressing as they should.

Cuts Costs

Although it may not seem obvious, central data management allows organizations to cut costs in different ways. First, your IT staff will have less to deal with if they have to focus on maintaining the central computer in your data center. This means less working hours for them. Also, your organization doesn’t have to cover the cost of purchasing devices for every employee. You can support the bring your own device (BYOD) trend in your workplace. Additionally, you will spend less on power supply and general maintenance costs.

How FileCloud Supports Central Data Management

If you are implementing central data storage in your workplace, FileCloud can help make your work smoother and more efficient. We provide a range of tools to support collaboration, security, data loss prevention and more. Let’s look at some of the things your organization will enjoy by signing up to FileCloud.

A. You can restrict access to certain files and determine who has access to them. You can also access an activity stream which shows who has access to particular files and what they did. FileCloud allows conversations around files so you can let your workers know what to do and they communicate with one another to specify where to pick up the work. What’s more, you can opt to receive smart notifications when a file is changed.

B. FileCloud allows you to manage the files in your central storage. This includes adding metadata tags to files. You can choose to search for files using the metadata or any text in the document.

C. FileCloud also allows you to prevent data loss by restoring deleted files and backing up data. You can also remotely wipe data and block access to compromised devices. FileCloud also provides automatic file versioning. Therefore, if different workers in your organization save new versions of a file at the same time, the app creates different versions automatically to prevent data loss.

This is just a tip of the iceberg of what you enjoy from signing up to FileCloud. We provide everything that your organization needs to make the most of your centralized data storage system, and our prices are very affordable! What more can you ask for?