Archive for the ‘data governance’ Category

Data Privacy in the US and Privacy Shield

Data Privacy


Data privacy is of utmost importance to governments across the world; it is about protecting the rights of the citizens and their information, and how the same will be collected, stored, used, or managed. The information collected by many organizations as part of undertaking their business could be highly sensitive as well. Examples of such data are healthcare information, financial information like credit card details, etc. apart from the name, address, and contact details of citizens.

Protecting this data is important as it can be misused in many ways like identity thefts, frauds, stalking and harassment, and much more. A lot of such incidents have had serious repercussions, including huge financial losses to organizations and governments across the world. This led to stringent data privacy laws coming into place. While each country or region implements it using different mechanisms, the underlying common objective remains the same; to protect the citizens’ rights about how their data is collected, stored, used, and managed.

The GDPR which came into existence in the European Union is a good example of how the EU is ensuring this aspect. The GDPR law does not just cover the EU region but is also applicable to all entities that collect and deal with data of citizens of the EU. The US too has some stringent laws for data privacy; the only difference in the US is that there is not one federal law that is applicable across the spectrum like the GDPR. Instead, these are mostly at the state level and may differ in their definitions and application.

Also, there are federal laws linked to data privacy for specific industry verticals like:

  • Patient information in healthcare – Health Insurance Portability and Accountability Act (HIPAA)
  • Minor data protection -Children’s Online Privacy Protection Act (COPPA)
  • Banking and finance – Gramm-Leach-Bliley Act (GLBA)
  • Students personal information- Family Educational Rights and Privacy Act (FERPA)
  • Consumer information – Fair Credit Reporting Act (FCRA)
  • US Privacy Act of 1974

Apart from this, at the state level, most states have adopted laws for data breaches, data disposal, and data privacy in some form. The California Consumer Privacy Act (CCPA), New York Consumer Privacy Act (NYPA), Standards for The Protection of Personal Information of Residents of the Commonwealth (201 CMR 17.00) – Massachusetts, Minnesota Government Data Practices Act (Minn. Stat. § 13), etc. are examples of such data privacy laws at the state level.

US Privacy Act of 1974

This law decides how the federal agencies handle the citizens’ data; provision is given to the citizens to know, see, and request correction of information held by government agencies. Also, agencies are bound by certain principles while collecting information and also, only employees who ‘need to know’ are provided access to such information.

This law is further complemented by each of the specific laws mentioned above, as well as the state-level laws which cover most of the basic principles of data privacy in the form of:

  • Personally Identifiable Information (PII) that includes identification and contact information like name, address, and social security number, etc.
  • Personal Health Information (PHI) that covers personal health information, medical history, insurance details, and so on.
  • Personally Identifiable Financial Information (PIFI) that includes citizens’ bank account, credit card, and such information.
  • Student details that cover grades, transcripts, and other academic records.

Privacy Shield

The Privacy Shield program administered by the International Trade Administration (ITA) within the U.S. Department of Commerce, defines the program as:

The EU-U.S. and Swiss-U.S. Privacy Shield Frameworks were designed by the U.S. Department of Commerce and the European Commission and Swiss Administration to provide companies on both sides of the Atlantic with a mechanism to comply with data protection requirements when transferring personal data from the European Union and Switzerland to the United States in support of transatlantic commerce.

The audiences of this program include US businesses, European businesses, EU and Swiss individuals, and Data protection authorities. The program provides a framework for each of these entities to ensure that the data they transfer outside the EU are adequately protected, based on compliances laid out by the program. The EU and Swiss individuals can also understand how participating US entities are protecting and handling their data.

Additionally, the data protection authorities in the EU have access to a dedicated contact to act as a liaison with data protection authorities. This will easily help address any queries about the Privacy Shield program. There is a participation list available on the website, with information about each entity along with their certification details, data privacy coverage.

Participation in the Privacy Shield program is voluntary for the organizations, and they can opt-out of it at any time as well. However, once they opt-in, and make the public commitment to comply with the Framework requirements, the commitment will become enforceable under U.S. law. According to the details on their website, only U.S. legal entities subject to the jurisdiction of the Federal Trade Commission (FTC) or the Department of Transportation (DOT) are eligible to participate in Privacy Shield. This is done by going through the requirements provided and sending a self-certification submission to the Department of Commerce (DOT).

The Privacy Shield website has laid out a clear step-by-step process that organizations need to follow to self-certify. There is also a FAQ to assist the process at every step. Similarly, there is also a withdrawal process detailed that organizations can follow, in case, they choose to withdraw from the policy. The information on the website is comprehensive and they also provide assistance services for dispute resolution, outreach, and education, as well as participation.

Why is ITAR Necessary in Enterprises?

ITAR Compliance


ITAR is the acronym for International Traffic in Arms Regulation and it consists of a set of compliance guidelines laid down by the Directorate of Defense Trade Controls (DTDC), of the United States government. To put it simply, it is a set of stringent guidelines that need to be followed by companies that manufacture, deal, export or import, any defense articles, and services. These guidelines are not just limited to physical goods, but also include information and files and so on; especially the CUI (Controlled Unclassified Information). The compliances will be applicable to everything that is listed on the United States Munitions List (USML) in articles and services.

The tricky part here is that all companies dealing with such goods and services should also ensure that their brokers or partners, down the supply chain, should also be ITAR compliant. As is the case with any compliance, the violations of ITAR also result in extremely worrisome repercussions. The penalties, including both civil and criminal, are quite high. The fines could run into millions of dollars, along with imprisonment and debarment from further government contracts, as well.

These repercussions are besides that, of taking a hit on the reputation of the organization, which could be much more damaging. The large enterprises may well recover from such incidents, but the small and medium ones may have to wind up their business altogether. Hence, it is important for all enterprises that deal with such goods, and services to ensure that they are ITAR compliant. It is not just a matter of survival; it is also to ensure that they do business with the best in the industry, by ensuring what it takes. Dealing with such security first organizations is a matter of pride for most enterprises. Hence, if they can do so consistently without any untoward incidents, it is a validation of the high business standards of the enterprise, as well.

The challenge

The challenges for enterprises, especially small and medium businesses dealing with such sensitive information are many. These stringent compliances need to be built into their everyday data governance, covering all forms of communication, including their employees, customers, and vendors. There has to be a sound data governance policy that can be strictly monitored to ensure compliance. This is a must, as they may also be monitored or audited by governmental agencies themselves.

The compliance requirements are quite complicated also, with multiple layers of security like end-to-end encryption, data classification, data loss prevention, controlled access, and so on. For ensuring such strict compliances for data storage and movement, the enterprises would look at retaining complete control over their data. They may look at having private servers, stringent access control, sound backup policies, foolproof security measures, and so on. This could mean extra expenses in the form of infrastructure and its maintenance cost, as well as constant monitoring efforts for alerts, logs, and audits.

While these may not look challenging for large enterprises, SMEs will have to balance the compliance with their available budgets. With most enterprises moving to cloud service providers to save on their infrastructure costs, as well as for the convenience of operations, the compliance factor becomes doubly challenging. With Cloud comes the many other unique challenges of blending in the stringent organizational data governance policies into the cloud vendor’s infrastructure.

The Solution

The chances of an overlook on the compliance side are high, as it could just be an oversight by employees as well. However, the repercussions, remain the same for any non-compliance that occurs. Hence, to ensure compliance, it is important to ensure complete control within the organizational infrastructure and data governance policies.

The other option is to look for Cloud service providers who are already ITAR compliant, and also provide you the complete freedom and flexibility to manage your data. It is important to choose a partner that understands the importance of such compliances and maintains its policies, based on constant updates. The cloud contract should also extend to the lapses in the compliances, to protect the interests of the organization. A good idea may be to look at providers that are already working with government agencies, as it would mean that they have a robust compliance system in place.

It is better to list out all data governance requirements as a checklist for all necessary compliances, without compromising on any other organizational requirement. While many Cloud service providers may provide you with a lot of flexibility and control, specific compliances may not be available. A look at the best practices for ITAR Cloud compliance is a good way to prepare that checklist and start ticking.

The Silver Lining

While the ITAR compliance may seem a bit too overwhelming for most small and middle enterprises, with the right Cloud service partner, this can be overcome easily. Cloud service providers like FileCloud understand the importance of such compliances and its sensitivity, as they know what it takes.

FileCloud has been working with such agencies, and quite successfully, and the ITAR compliance is quite reliable. Also, there is complete flexibility and control over the data governance policies. If enterprises would like to retain their infrastructure to ensure complete control over the infrastructure, FileCloud can cloud-enable those servers as well.

When the stakes are high, it is always best to ensure all possible risks of non-compliances are plugged. One of the best ways to do that would be to tie up with a partner that best understands this business and makes it easier to do so. With many added benefits, going with a partner like FileCloud could be a big advantage that can make ITAR compliances easy and smooth for enterprises.

HIPAA Compliant File Sharing with FileCloud

The HIPAA Act of 1996 required the Secretary of HHS to promulgate regulations protecting the privacy and security of certain health information. These regulations are commonly known as the HIPAA Privacy Rule and the HIPAA Security Rule

The HIPAA Privacy, Security, and Breach Notification Rules now apply to both covered entities (e.g., healthcare providers and health plans) and their business associates. A “business associate” is generally a person or entity who “creates, receives, maintains, or transmits” protected health information (PHI) in the course of performing services on behalf of the covered entity.

FileCloud helps you address three main concerns with which HIPAA is enforced

  1. Encryption of ePHI at Transmission and at rest.
  2. Record and Retain activity related to use of or access to ePHI
  3. Instances/ Policies for storing, processing or transmitting ePHI



HIPAA Focuses on safeguarding ePHI and FileCloud helps you get there by

  1. Ensuring confidentiality, integrity, and availability of ePHI
  2. Protect against anticipated threats and hazards to security and integrity
  3. Protect against use/disclosure of PHI that is not permitted


Sections of HIPAA

The Security Rule is separated into six main sections that each include several standards and implementation specifications that a covered entity must address. The six sections are listed below.

  • Security standards: General Rules – includes the general requirements all covered entities must meet; establishes flexibility of approach; identifies standards and implementation specifications
  • Administrative Safeguards – are defined in the Security Rule as the “administrative actions and policies, and procedures to manage the selection, development, implementation, and maintenance of security measures to protect electronic protected health information and to manage the conduct of the covered entity’s workforce in relation to the protection of that information.”
  • Physical Safeguards – are defined as the “physical measures, policies, and procedures to protect a covered entity’s electronic information systems and related buildings and equipment, from natural and environmental hazards, and unauthorized intrusion.”
  • Technical Safeguards – are defined as “the technology and the policy and procedures for its use that protect electronically protected health information and control access to it.”
  • Organizational Requirements – includes standards for business associate contracts and other arrangements, including memoranda of understanding between a covered entity and a business associate when both entities are government organizations; and requirements for group health plans.
  • Policies and Procedures and Documentation Requirements – requires the implementation of reasonable and appropriate policies and procedures to comply with the standards, implementation specifications and other requirements of the Security Rule; maintenance of written (which may be electronic) documentation and/or records that includes policies, procedures, actions, activities, or assessments required by the Security Rule; and retention, availability, and update requirements related to the documentation.


HIPAA on FileCloud

FileCloud offers you a shared responsibility model to adhere to HIPAA regulations. The Privacy Rule assures the confidentiality and the authorized uses and disclosures of all Protected Health Information in any form—oral, paper, and electronic. The Security Rule provides safeguards for the confidentiality, integrity, and availability of Electronic Protected Health Information (e-PHI), or a subset of that information as safeguarded by the Privacy Rule. The Security Rule is meant to complement the Privacy Rule in protecting e-PHI. The three core objectives of the rule are confidentiality, integrity, and availability. To achieve these objectives, the HIPAA Security Rule defines three types of safeguards: administrative, physical, and technical.


  • Unique Use Authentication / Person or Entity Authentication
  • Emergency Access Procedure
  • Audit Controls
  • Integrity Controls


  • Automatic logoff users
  • Encryption and Decryption

In this blog, we will focus mainly on technical safeguards and how FileCloud helps you meet these requirements

User Authentication

FileCloud allows access only to authorized users with the correct username/password. This is valid for internal users and external users (vendors, patients, contractors, etc.)

Furthermore, FileCloud supports two-factor authentication for an additional level of security. (Full accounts only)


No files should be allowed to be anonymously available, this requires that “Share Mode” is set to Private shares only.

In your admin portal – Go to Settings / Policies – In “all” your policy groups, change the “Share Mode” to “Allow Private Shares Only”

Emergency Access Procedure

FileCloud can be backed up by most third-party Backup Endpoint solutions. The need information required is a the backup database files that are created automatically every day.

Files are created at:





Additional to this, a backup of Managed Storage is required (all the files).

Check our backup instructions 

FileCloud ServerLink (part of the Enterprise package) replicates the whole FileCloud installation including files, file indexes and audit trails in a remote server or in a branch office (hospitals). If one instance goes down, data can be accessed from duplicate FileCloud instance.


FileCloud support “High Availability” (HA) architecture, which helps customers to build redundancy across all layers of their infrastructure, ensures access to the records even when parts of the system go down due to disasters or technical issues.During emergency situations, Administrators can access any end-user files by resetting the user password or accessing files via the Admin portal

When using FileCloud Online – Enterprise, your system is completely backed up every day, and we keep these backups for three months, if something happens to your data, you can request that the backup from a certain date be restored.

Besides the backup of your site, your FileCloud site has additional protection mechanisms to save files deleted or edited.


Audit Controls

All FileCloud activity is recorded in the Audit Records, these records can be viewed and exported from the Settings / Audit section.

All audit records are saved in the FileCloud database; if you have a SIEM server, FileCloud can integrate with this and send all transaction entries directly to your SIEM to send alerts and auditing to monitor and record all the activity.


Integrity Controls

FileCloud provides a Heuristic engine that ensures data integrity is protected against Ransomware attacks.

This will check the files when they are created/edited/deleted.

Additional protection for normal files operations:

Automatic Logoff

FileCloud User Session Expiration ends a session after a predetermined time of inactivity. Administrators can configure the time based on their organization’s policies. Once a user session exceeds the inactivity period, the session expires, and the user is required to log in again.


Encryption and Decryption of Files

FileCloud ensures that information is fully encrypted with advanced AES 128 encryption when it is transmitted and stored. Only the correct user with the appropriate permissions and decryption key can decrypt the data.

Besides Data encryption, SSL certificates are in place to ensure that data transport is encrypted between the server and the end-user.

To protect login credentials, user passwords are hashed using the secure SHA-1 hash algorithm.

Enable Secure NIST Password

To enable secure NIST password go to Settings / Misc / Password and enable the feature “Disallow Commonly Used Password” and Save the settings.

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.



Healthcare activities of all kinds are strictly controlled by HIPAA (Health Insurance Portability and Accountability Act) regulations among others. For the American Pediatric Society and the Society for Pediatric Research, FileCloud offers HIPAA compliant audit trails. The audit records show which users acted in which way (access, modification, deletion, or other), on which data (includes files and folders), at what time (full timestamp), and through which device (web or mobile, for instance.) More than this, FileCloud also gives APS and SPR data leak prevention capabilities, such as remotely wiping or blocking devices to avoid illicit access, as well as seeing in real-time which devices are connected.


Tips for Preventing Data Breach/ Data Leak Prevention

data breach prevention

In today’s digitized global economy, data break or data leaks can result in leaked sensitive information, insights about the company’s growth patterns, differential competitiveness against their competitors and much more.

With the increasing volume of data, it is necessitated, that businesses look for alternatives that not only help them in providing solutions to their storage problems but also help them in offering security against data breaches and ransomware attacks. In this article we will discuss about data breach and tips for preventing data breach.

According to a data breach research conducted by Verizon, “43% of breach victims are usually small, growing businesses”. Also, the report highlighted, “Healthcare sector constituted 15% breaches, Financial industry constituted 10% breaches”. IBM informs that the average time to identify a breach in 2019 was 209 days which implies that businesses need to look at increasing the security infrastructure exponentially, since these breaches can lurk around for so long that by the time they have been identified, huge losses would have been incurred already by the businesses.

The mentioned tips for preventing data breach and other security measures provided by DLP tools can ensure a secure enterprise environment which stops any data leaks and data breaches from happening automatically or manually.

What is a Data Breach?

A data breach, also commonly known as data leakage is the release of sensitive and confidential data with the intent of causing huge losses to the business. Data breaches are not necessarily the result of hacker attack but could also be an insider job, therefore businesses should always take precautions to protect data from falling into the wrong hands.

Businesses receive and store huge terabytes of sensitive data such as client’s banking details, employee’s social security number, or project details, etc and data leakage would mean a complete or partial loss of data based on the mode in which data breach occurs.

Implementing new technological security practices and processes ensures that data leakages to be reduced to bare minimum and at the same time preventing data loss using Data Loss Prevention (DLP).
Types of Information leaked during data leakage:

Different groups or types of information which can be leaked

  • Financial and Banking Data: consisting of credit card numbers, bank details, and financial statements, etc
  • Personal Health Information (PHI): consisting of information related to past, present or future physical or mental health condition of individual
  • Personal Identifiable Information (PII): consisting of information related to identification, location, and contact details of an individual
  • Intellectual property Data: consisting of patents, client’s list, trade secrets, contact details, etc.
  • Sensitive Information: Consisting of meeting recordings, protocols, agreements, and classified documents.

Causes of Information Leakage:

  • Insider Threats: Insider threats included employees who have access to sensitive data and can turn back on the business in lieu of financial gain etc.
  • Payment Fraud: Credit card breaches result in payment frauds by creating illegal transactions. In this, Hackers set up fake online shopping stores offering a profitable deal, and then once a user inputs his/her card details, the information is stolen.
  • Loss/Theft: Sensitive information is at stack when mobile phones, laptop computers, or hard drive gets stolen. This physical act of losing the devices can result in huge losses to the business
  • Unintended Disclosure: The act of saving data in the non-secure location can mistakenly expose data on the internet. The worker hasn’t thought completely about the repercussions and thereby unintentional exposed data to the hackers.

Tips for Data Leakage Protection:

A data breach in the business’s storage system occurs silently and lurks in the background without the knowledge. Data is stolen gradually over several days and when the breach is identified already complete loss of data has occurred.

Several experts are of the opinion that data leakages are not completely preventable and therefore safeguard practices such as detection, containment and remediation should be thoroughly followed.

Some of the best practices that can help businesses prevent data breaches are:

  • Investing in the right security infrastructure: Investing in the latest security infrastructure can make the system more secure and less prone to data breaches.
  • Vulnerability assessments: Systematic and regular review to fill any security gap that is identified. This ensures that the vulnerabilities can be identified and mitigation steps can be taken for the same.
  • Simulated Penetration testing: Simulated testing to check for exploitable vulnerabilities in the system. This technique identifies the loopholes and helps in taking corrective measures to prevent any authorized access.
  • Staff Training: Staff training in a matter of security procedures and processes can help businesses by reducing the risk of unintentional data leakages. This in turn can increase the awareness of the staff in matters of security and help them in identifying the potential threats.
  • Policy for equipment use: Policy can be undertaken on the equipment to be used in the office premises. Questions such as whether the staff members should use their own devices or the devices provided by the business for sharing information are answered through this policy.
  • Compliance with data regulation: Major compliances ensure that all the service providers can work towards making their infrastructure secure by following the latest protocols
  • Data Breach Response Plan: The response plan ensures that all the steps will be predefined in case of a data breach. This ensures that the teams can calmly function and can help by further preventing any data losses.
  • Regular audits and assessment: Regular check-up audits can result in identifying any of the loopholes that may exist in the system and help in providing feedback on the working of the system.
  • Data Backups: Regular data backs needs to be maintained so that data copies are available in case data loss has been incurred.

Learn How FileCloud’s DLP can help you in preventing data breaches?

FileCloud enterprise storage and sharing solution (EFSS) not only provides you with the space for storing your data but also provides a workspace where you can collaborate with your team. Whether your preferred hosting option is an on-premise storage, cloud storage or a hybrid storage setup, FileCloud provides you all the necessary tools to prevent data loss and data breaches.

To make your stored files secure, FileCloud employs security protocols like end-point backup, 2 factor authentication, anti-virus scanning and ransomware protection along with more techniques. While your files are protected on the servers, many data breaches happen due to external sharing, hacks, social hacking and malware.

When there are so many invisible threats to sensitive data, you need a smart tool to employ rules which classify confidential and business critical data, identify violations of policies defined internally, prevent the data leaks from happening across all bases.

data leak prevention software

FileCloud’s approach to DLP relies on multiple layers of security, including:

  • User Management- monitors data access activities of the authorized personnel to identify any inappropriate activity taking place
  • Encryption and Data masking- Encrypts sensitive data rendering it useless for the hackers to extract information
  • Data loss prevention- monitors and inspects data at rest, in motion, and while it is stored on the server.
  • Behavior Analytics- uses the latest machine learning to detect patterns and identify potentially malicious activities
  • E-discovery and data classification- keep track of the information to comply with the data compliance. Data is classified to make searching files and data easy.
  • Audit trails- Keep track of all the activities currently undergoing in the cloud system and keeps track of users
  • Alerts: Uses Artificial Intelligence for keeping track and notifying the admin in case of data breaches.

Avoid Breaches and Insider Threats with Data Governance in FileCloud


FileCloud Governance offers complete content life cycle management with flexible retention and archival schedules. FileCloud’s Smart DLP and Classification capabilities offer data leak protection and help enterprises comply with data security regulations like HIPAA, FINRA, ITAR, GDPR, CCPA, and others.

With increasing regulations within business processes, any mishandling of files increases the risk of regulatory and financial penalties. FileCloud simplifies data governance by setting policies for automatic document life cycle management, including file retention and archival. FileCloud security infrastructure provides end to end encryption for uploading data, AES 256 bit encryption, and SSL/TLS secure tunnel for data transfer. Additional security measures include two-factor authentication, auto antivirus scanning, and ransomware protection.

Government entities often have significant responsibilities, large projects, and myriad suppliers to manage. Entities in branches of government such as

  • Defense
  • Services to the public
  • National infrastructure information technology plays an essential part in achieving the performance and results that taxpayers expect

Information needs to be shared to get things done, but not at the cost of security achieving both of these goals simultaneously is a key characteristic of effective government that IT, and file sharing specifically, must support.

The File Sharing Issue

Consider a government department that does not have any robust solution in place for sharing files, storing files in the Cloud, or backing up data. Internal staff and external collaborators will be backing up files and computers onto USB and other removable drives. The result will be increased security risks and loss of data and time.

  • Security Risks -Viruses, worms, Trojans, and other malware can travel easily on USB and similar devices, infecting systems as they are plugged in by unsuspecting operators.
  • Disorganization –Using file repositories without version control, creating multiple copies of the same file that is then edited by different users causes data to be overwritten and often lost. Creating duplicate copies and trying to locate the latest version of a document often causes delays and extra work for both users and for the departmental IT staff

The Security Standards in Government Departments

The Government departments are required to meet the government and industry standards to protect data. These standards provide guidance for building safe systems and networks, as well as keeping data secure. A strong security policy had to be ensured through two-factor authentication (2FA). The next challenge will be to find a file sharing and version control solution that would offer compliance with the federal government standard.

The IT team in a government department will need to

  • Keep track of the comings and goings of the various files for accountability.
  • Have the ability to set different levels of privileges for internal and external users.
  • Centralized management of all connected devices, including the option to remotely erase data from lost or stolen devices.
  • Monitoring tools such as reports on usage and notifications on system anomalies

Security has both advantages and disadvantages. Security policies that are too rigid make it impossible for an organization to function effectively. On the other hand, policies that allow too many exceptions to expose the organization to information breaches.

Their solution needs to

  •  Work across multiple devices as users had Macs as well as PCs
  •  Keeping data safe yet accessible to those with authorization
  •  Backing up files needed to be reliable, yet easy to manage.

FileCloud is your Solution

Government Organisations use FileCloud for its extensive and reliable functionality.

  • FileCloud can synchronize files across all devices and allow users to back up the files and folders they need in a snap.
  • FileCloud allowed IT staff to set granular access permissions, to keep data safe yet accessible to the right person
  • FileCloudgives users the ability to lock or check out files to prevent conflicting changes.
  • FileCloudsends notifications to alert users when shared files or folders are changed, helping them keep even better tabs on their data
  • FileCloud also provides the ability to create custom file-based workflows to automate the procedure

Key Advantages of Using FileCloud

  • On-Premise solution – Keep confidential data in-house
  • Secure Access for government employees within the network for data integrity
  • Admin access to all activities of users
  • Remote wipe of mobile devices and revoke access to users
  • Data backup ensuring the protection of confidential data
  • Version control so that all documents and stored data is accurate and current, but old versions can also be accessed
  • File Cloud customers save over 70% against competitor solutions

Manage Content Retention and Archiving

Simplify data governance by setting policies for automatic document life cycle management, including file retention and archiving. FileCloud offers many flexible policy types, including legal hold, archiving, and retention of deleted files.

Record is a document or content that an organization needs to keep as evidence for an important transaction, activity, or a business decision for regulatory, compliance and governance purposes. The ISO 15489-1: 2016 standard defines records management as “the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”.

FileCloud simplifies record management by setting policies for automatic document life cycle management from creation to archival and final disposition. FileCloud offers many flexible policy types, including retention, archival, legal hold, and admin hold.

As an administrator, you can create Retention policies 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 business reasons. Retention policies are created and attached to files and folders. These special policies allow you to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.

Smart DLP

Provides 360* data protection by bringing data leak prevention capabilities closer to the content and users. Our simple, flexible, rule-driven Smart DLP system prevents accidental data leaks from end-users and can save enterprises from huge compliance fines.

Smart Classification

Our Smart Classification engine automatically sorts your content into logical categories within minutes. This flexible content- classification engine lets customers create custom search patterns and metadata sets for business-related document classifications.

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.

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.


FileCloud’s content life cycle management, classification, and DLP capabilities help enterprises comply with an array of data security regulations such as HIPAA, FINRA, ITAR, GDPR, CCPA, and more. Switch to our intelligent threat protection and safeguard your organization from huge compliance fines.

Data Retention With FileCloud


FileCloud retention policies 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.

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.

What is Data Retention?

Data Retention is a form of records management, with individuals maintaining specific files for established periods of time. It’s intended to provide protection for both the public and the private sector. By keeping information on hand, quick responses to legal or security questions are possible.

Why is it important for organizations?

Organizations are taking a broader view of data retention programs because they realize the programs can have a major impact on data security and on meeting customer (and government) expectations about privacy. Privacy has become a “hot” issue on two fronts. Governments, particularly in the European Union, have been raising the bar both for protecting customer data and for requiring that it be erased on demand. Customers have also become more sensitive about these issues. They are increasingly likely to look at privacy policies and security as reasons to do business with your organization – or with your competitors.

Today, organizations need well-designed programs and policies not only to deal with regulations mandating that specific document types be held for set periods but also to address critical privacy issues and to reduce the cost of potential data breaches.

  • Data protection is an integral part of data retention and security measures must be applied across the entire information management life cycle.
  • There are legal, security, and other risks associated with retaining files that aren’t needed.
  • Privacy concerns, especially like the GDPR, are imposing significant changes because now customers can trigger data deletion processes.
  • Many companies ignore the factors that should trigger data deletion and rely on ineffective deletion technologies
  • Every company needs a data retention team, ideally, lead by a full-time or part-time DPO (Data Protection Officer)
  • A data retention policy needs to define how data is going to be classified, how data will be retained and protected, when and how data will be deleted and the roles and responsibilities of the team members.
  • Automated tools and processes are essential for providing consistent, reliable enforcement of data retention and data erasure policies.
  • Organizations can accelerate the upgrading of their data retention programs by using third party advisors and technology partners

Retention in Various Industries

Each industry is unique and therefore each industry’s retention requirements are just as unique. Be it Finance, Health, Insurance, Human Resources every industry is forced to retain certain records for a particular time period.

For Example – The insurance field expands the HIPAA guidelines, with companies forced to keep detailed records of every procedure. Policies established by the Federal Register include the following:

  • Appraisals, safety records, and inspection reports: 6 years
  • Expired policies: 10 years after the termination date
  • Insurance claims: 10 years after the termination date
  • Transferred records: 6 years
  • Receivership records: 6 years
  • Inherited records: 6 years

How to build a Data Retention Program and Enforce Policy?

Every organization needs a data retention team or task force with the regulatory, business, and technical knowledge to weigh the factors appropriately, to build them into concrete policies, and to monitor and enforce those policies.

Some organizations have recognized this by designating a Data Protection Officer (DPO). The responsibilities of the DPO can include:

  • Managing the data retention team
  • Ensuring that the organization stays abreast of legal and regulatory developments, privacy requirements, and relevant business issues
  • Keeping policy development on track and arbitrating disagreements between different viewpoints
  • Monitoring and reporting on policy enforcement
  • Serving as a point of contact on data retention issues for employees, business partners, and government and regulatory agencies


Obviously, data retention policies will vary across different industries and sizes of businesses, but there are certain elements that should always be included.

Define the scope of the policy

The policy should always include a statement about its purpose and scope. It should describe the business reasons for the policy and list the major legal, regulatory, and business requirements, including laws and standards that must be met. It should also specify the people affected by the policy (who may include third parties as well as employees) and the IT systems and equipment covered.

Classify the data

Good intentions degenerate into hard work at the point when you have to classify documents and files into categories for retention and erasure. The next steps are to determine which documents and files fall into the “should be saved,” “should be erased,”  and to decide on retention and erasure rules for them. The team must weigh the possible future business value of the information against the risk of fines and costs that would result from a data breach

Specify how data will be retained and protected

Outline the policies and procedures for retaining and protecting data. This includes:

  • Retention periods for each data category
  • Policies for protecting files during each phase of their life cycle.
  • Steps for handling files at the end of the required retention period; should they be erased automatically, reclassified into another category

Monitor and report

It is important to monitor and report on data retention and erasure activities, both to satisfy auditors and regulators and to collect data to improve these activities. The information collected and reported should include details including:

  • The classification category of each file, the reason for selecting its category, and the retention period
  • Where retained files were stored initially, and were
  • moved over time
  • When files were erased, the method used, and the reason for erasure
  • Who performed or authorized each action
  • Exceptions and failures to apply policies

Data Retention using FileCloud

you can create Retention policies 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 business reasons.

  • Retention policies are created and attached to files and folders.
  • These special policies allow you to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.
  • For example, you can create a Retention Policy that disables a user’s ability to delete any of the files and folders named in the policy.

For example, administrators can create a Retention Policy 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.

How Retention Policies Work 

A retention policy is a name that can apply to any of these types of policies:

  • Admin Hold
  • Legal Hold
  • Archival
  • Retention
  • Trash Retention

Retention policy types allow you to:

  1. Block specific actions on files and folders
  2. Specify what happens when the policy expires

Create a Type of Retention Policy

There are five different types of retention policies that can be configured and assigned.

1. Admin Hold – 
  • Prevents any update or delete of digital content for an indefinite period of time
  • Admin Hold policies applied to folders can be removed
  • Admin policies applied to files can be removed

An Admin hold only blocks user access, it does not block other policies from expiring. However, if an Admin Hold is in place, any other policies will expire gracefully without completing any move or delete expiry options.

  • For Admin Holds, a policy expiration date cannot be set
  • The policy can only be removed by an administrator
  • Since the policy does not expire on a specific date, there are no automatic actions on the expiration

To create an Admin Hold Policy:

  1.  Log in to the Admin Portal.
  2. From the left navigation pane, select Retention.
  3. On the Manage Retention Policies screen, click the Add Policy button.


4. Completely fill out the Policy Attributes section.

5. The Path and the Metadata tabs allow you to define the conditions that specify how the policy will be applied in the system.


6. An administrative hold is designed to help an administrator block access to files and folders so that they can determine what should happen next.

  • For Admin Holds, a policy expiration date cannot be set
  • The policy can only be removed by an administrator
  • Since the policy does not expire on a specific date, there are no automatic actions on the expiration


2.  legal hold

A Legal Hold is designed to retain data, therefore, there is no deletion or move option available when this policy is in effect. Legal Holds cannot be removed once applied unless an expiration fixed date is set.

  1.  Log in to the Admin Portal.
  2. From the left navigation pane, select Retention.
  3. On the Manage Retention Policies screen, click the Add Policy button.

4.  Completely fill out the Policy Attributes section.

5. The Path and the Metadata tabs allow you to define the conditions that specify how the policy will be applied in the system.

6.  Legal holds can expire in either a Fixed Date or be set to Indefinite.


3. Retention

A Retention policy allows an organization to identify specific content that is required to be stored for a specific period of time before it can be accessed. During the retention period, the content cannot be deleted.

Retention policies cannot be removed once applied unless an expiration fixed date is set.

4. Create an Archival Policy

An Archival policy type is designed to help you create more cost-effective systems for the long term.

Therefore, you can create a policy to move and store old organizational content in the following ways:

  • If you choose No Action, you will see an error that it is not supported and you will not be able to create the policy
  • After the specified time period is reached, content gets moved to a specific folder or location (Archive)
6. Create a Trash Retention Policy

A Trash Retention policy is designed to help you control if files in the Trash Bin can be permanently deleted off the FileCloud Server system.

If files in the Trash Bin are permanently deleted off the FileCloud Server system, they cannot be recovered


FileCloud retention policies 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.


Data Leak Prevention Technology – Top DLP EFSS Solutions 2020

Data leak prevention technology


Data Leak Prevention Technology:

Data leak prevention technology keeps sensitive corporate data secure by identifying potential data breaches and helping to eliminate them. DLP software classifies, regulates confidential business data, and identifies data violations typically driven by regulatory compliance such as Federal laws, HIPAA, FINRA, and EU-GDPR. Once the violation or data breach is identified, DLP enforces immediate remedial measures such as alert messages, access restriction, and other measures that prevent end-users from sharing data that could put the organization in jeopardy.

What Is Data Leak Prevention?

Data leak prevention (DLP) combines the power of security tools and strategic processes to ensure that company’s confidential data is not lost, misused, or accessed by unauthorized users. Simply put, Data leak prevention is a strategy that makes sure that end users are not able to intentionally or accidentally destroy or steal the company’s data. The enterprise must have a data leak prevention policy so that all the access control are predefined and linked to the data.

This prevention strategy should be covered by the EFSS solution which you use to store and share organization files. With the correct data protection policies and systems, you will be able to reduce or eliminate data leak incidents.

Top Data Leak Prevention Solutions 2020


FileCloud offers 360° protection with smart data leak prevention technology to ensure accidental data leakage. FileCloud’s real-time data prevention capabilities control user actions (login, download, share) based on the IP range, team groups, user types, email domain, folder paths, metadata and many more rules. FileCloud also integrates with existing security information and event management (SIEM) tools to provide more stringent data leak prevention. FileCloud’s evaluates user actions in real-time and logs rule violation reports for future auditing.

FileCloud helps enterprises comply with HIPAA, FINRA, ITAR, EU-GDPR, and other data privacy regulations. Smart DLP can be extended to the on-premise server as well as the cloud server, thereby offering flexibility to businesses in selecting the right fit for them.


Dropbox offers a data leak prevention technology solution in collaboration with Symantec. The security to the Dropbox cloud is provided by Symantec CloudSOC that safeguards organization against data loss and threats that targets cloud accounts. The Cloud Access Security Broker (CASB) technology by Dropbox protects businesses against any threats that may impose danger. The post data analysis of user activity helps in identifying the potential threat that an insider could pose to the confidential data.


Box data leak prevention technology helps with data security, access control and mitigates security challenges. Box DLP helps in avoiding the deletion or exposure of confidential data stored on company networks and servers. Box offers granular access permissions, and activity monitoring and significantly reduces data security risks associated with malicious activity and unauthorized sharing.


Egnyte DLP solution helps in identifying, classifying, and protecting your business data. Egnyte takes a proactive approach in content governance and provides insights into detecting unusual file behavior. File access control in real-time ensures that businesses can be strategic in their approach while deciding the security rules. The intuitive self-service experience that Egnyte offers help in protecting your business data and keep you compliant with latest business regulation.


Citrix’s ShareFile data leak prevention technology is offered in partnership with Digital Guardian and Code Green Networks. This solution mitigates the risk of data leakage by leveraging ShareFile’s APIs to move or revoke access to the files that contained sensitive information. You can classify and restrict data flow thereby having more control over the security aspect of the storage and data transfer. This allows you to find a sweet spot between security and usability that best fits your organization.


Microsoft OneDrive’s DLP policy identifies sensitive information including financial data and personally identifiable information. The sensitive information is monitored and protected from accidental sharing. It helps in staying compliant with the global guidelines without interrupting the data workflows. Also, you can view the DLP reports that help you make better security decisions. With OneDrive’s DLP you can restrict the sharing of sensitive data, define actions that must be taken in case of a data breach, audit incident reports, and set priority for user accounts.

How FileCloud Data Leak Prevention Technology Safeguards Your Data

  • Detects threats in FileCloud accounts: Using advanced data science and machine learning technology we analyze the user activity and identify risks that pose a threat to your business data.
  • Protects data in FileCloud accounts with Smart DLP: Protect your business data in FileCloud with the same policy frameworks and workflows that your company uses across your organization.
  • Network control and flexibility in inter-operability: Empower organizations to limit the use of unauthorized personal accounts on networks while allowing access to company-managed accounts using access control settings.
  • Detects risky user activity: User activity Analytics identifies potentially risky user activity and enables automated policy controls to secure your business data and accounts.
  • Powerful encryption technology to protect user data:  Protecting your organization data with automated policies and encryption to prevent accidental or malicious sharing of data.
  • 360 ° analysis of user activity: Quickly assess activity that may impact your FileCloud accounts with detailed information and extensive log filtering capabilities.

Advantages of FileCloud’s Data Leak Prevention:

  • Data protection from external and internal threats: DLP can detect files that contain confidential data and prohibit them from leaving the network. The sensitive data transfers can be instantly blocked using Smart DLP in case of a data breach. Apart from this, DLP policies also provide for quarantine or encryption of data in real-time in response to events.
  • Auditing capabilities and compliance with regulations: Accountability in terms of collection, storage, and sensitive data needs a mechanism for the compliance and auditing capability fills that gap. Consequences of non-compliance can include fines or complete cessation of business operations. DLP sought out a path that provides control, policy template, automate compliance, and the collection and reporting of metrics.
  • Forensic data and E-discovery: DLP technology allows for capturing and archiving of evidence for forensic data analysis. Monitoring via DLP can include email, instant messaging, keystrokes, documents accessed, and application used. Also, in case of a lawsuit or investigation, the forensic data can be used as evidence when data is sought in electronic format.
  • Automate corporate governance: DLP capabilities help you in the enforcement and automation of corporate policies and processes. This can bring in technical and organizational efficiencies, promote compliance, and bring in transparency in information governance. Automate corporate governance enables for selecting an appropriate policy template on your system that will help in bringing in more accountability.
  • Complementary data controls: DLP comes with complementary data controls such as data classification and data tagging, encryption, security information and event management, and incident response system. These features ensure that your complete data is safe on the cloud storage system. Complementary control along with DLP ensures that no data is accidentally exposed. DLP can monitor data in transit, at rest, and ensure that it is safeguarded and protected.

Use Case: Limiting the Web login to a Specific Group of Users

With FileCloud’s Smart DLP you can limit certain external users to log in only through a web interface and no other means for accessing the account. You can create a Smart DLP rule that allows login to FileCloud account through a web browser only. These rules are easy to implement and provide flexibility in the security of the data. FileCloud’s Smart DLP is your goto solution for making the cloud ecosystem more transparent, accountable, and protected.

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