In today’s business environment, data security has become a top priority. Surveys show that a corporation has a significant likelihood of experiencing a major data breach. The consequences of a security breach for an organization’s finances and reputation can be serious and can ultimately lead to an expensive lack of trust in its brand.
While we’re all aware of the dangers posed by criminal and malicious attacks, careless management and employee practices are actually the cause of most security breaches. A secure, fast, and easy file exchange solution is an essential tool to help avoid this risk.
How SmartOffice SecureComm can help prevent a security breach
SmartOffice SecureComm is a powerful solution to today’s document security needs—a state-of-the-art file exchange platform that is both highly secure and simple to use. It allows the safe exchange and ephemeral storage of sensitive files in a virtual SafeBox. Any files exchanged are encrypted in transit and at rest. Files are automatically purged based on a retention policy that is customized when the SafeBox is created and provides an audit trail of all communications.
SECURITY
- Encryption in transit and at rest
- Double Encryption
- 2-Factor Authentication for Recipients
- Ephemeral Storage
- Complete Audit Trail
- Automatic Virus File Scanning
- Enables compliance with regulations such as HIPAA,
- GDPR, SOX, FERPA, and more
- ISO/IEC 27001:2013 Cloud Services
EASE OF USE
- As easy-to-use as email Recipients do not need an account
- Microsoft Outlook integration
- Business process integration with MFP connectors
- and APIs Mobile applications (phone & tablet)
- Web application
- Guests can securely send files to your account
- Large file support (up to 5 TB)
- Encrypted chat function
CONTROL
- Administrators can control mandatory security
- practices for groups of employees
- Users can be invited to participate in existing SafeBoxes
- Staff can be given shared administrative control of
- SafeBoxes
- Supports group e-mail accounts (i.e. “Billing”
- Available on-premises or as a Cloud service
HIGHLY SECURE TWO-FACTOR AUTHENTICATION (2FA)
Once the sender has created the SafeBox, the recipient receives an email with the download link. To access the files they must input a secondary onetime code, which is received via either an SMS, a voice call, or an email. The sender can designate which alternate authentication delivery method is used for greater security.
STRONG ENCRYPTION
SmartOffice SecureComm uses encryption methods recommended by banking and security experts. All communications are encrypted using TLS 1.2 (with forward secrecy). At rest, all files are encrypted using AES 256- bit encryption.
In addition, the solution has a double encryption feature that creates and uses split encryption keys to further protect the SafeBox from unauthorized access.
BUILT-IN ANTIVIRUS PROTECTION
As an additional security layer, all files being uploaded to a SafeBox are automatically scanned for potential threats. If a virus is detected within a file, it won’t be added to a SafeBox.
EPHEMERAL STORAGE
SmartOffice SecureComm allows you to easily enforce strict retention policies by configuring SafeBoxes to automatically delete all their files and content after a transfer or after a set amount of time. Security breaches cannot happen if there is no information to breach.
SECURE LINKS
SmartOffice SecureComm’s Secure Link functionality allows anyone to securely send you files without having to register or download software. It is perfect for use in the healthcare sector for patients or other facilities providing private information, in the legal and finance sectors for receiving contracts and sensitive banking files, or for any other high security exchange.
SIMPLE TO USE
SmartOffice SecureComm’s intuitive design makes it as easy to use as sending an email. The recipient does not need to have a subscription, nor are any hardware or software downloads necessary. All you need is a communication device (such as computer, mobile phone or tablet), and a web browser. Its elegantly simple design means that adding it to your staff’s workflow is effortless.
OUTLOOK INTEGRATION
Seamless integration with Outlook lets you send small or large files of all types without having to open another application. Harnessing your existing software and Outlook contacts list ensures you do not have to modify existing processes while securing your exchanges.
BUSINESS TOOLS INTEGRATION
SmartOffice SecureComm can be easily integrated with your business processes, either through our MFP connectors or APIs.
NO FILE TYPE LIMITATIONS
The solution allows the exchange of any type of file (text, image, audio, video, etc.), a file size of up to 5 TB per message, and sending an unlimited number of messages per month.
A TRUE MOBILE-FRIENDLY SOLUTION
Authorized users can exchange files of any type securely from any business or personal device (including smartphones and tablets) whether at the office or on the road.
EMPOWERING SECURE COLLABORATION FEATURES
SmartOffice SecureComm lets you easily recall and delete messages and files before the recipient sees them, and allows you to invite additional recipients to the exchange while a conversation is taking place. SafeBoxes can be automatically or manually shared with key team members, who can all participate in the management of the contents as if they were their own. Message recipients can participate in secured two-way conversation within the SafeBox by simply clicking the “Reply” button, and all messages are protected within the same security framework as the files.
PERFECT FOR CUSTOMER-FACING TEAMS
Accounts can be set up under nonpersonal team e-mail addresses (i.e. “Helpdesk”) with multiple agents being able to access & administrate sensitive documents submitted to or sent from the account. This allows teams to work with incoming & outgoing documents without publicizing or requiring outsiders to know individual members’ e-mail addresses.
AUDIT TRAIL PROOF OF DELIVERY
SmartOffice SecureComm retains digitally signed transmission records of any and all access to a SafeBox. It automatically sends emails notifications to the sender confirming all actions performed by the recipient during different steps of the process. Downloads are tracked to the last byte. A Transmission Detail Audit Report is created following the closing of the SafeBox which can be printed, downloaded or emailed as a PDF.
PROTECT AGAINST UNAUTHORIZED DISCLOSURE
SmartOffice SecureComm helps minimize the risks of sensitive internal information being stolen, lost, or purposely leaked. The damage these events can do to an organization’s brand is impossible to value and can have negative impacts for years to come. Not only is it extremely secure, but its ease-of-use means staff members don’t have incentive to circumvent otherwise cumbersome security guidelines.
LIMIT POSSIBLE LITIGATION AND FINES
Regulations such as HIPAA, GDPR, FERPA, SOX, etc. require companies to keep private information safe. SmartOffice SecureComm enables adherence to the strictest compliance standards. The XMedius Cloud platform is also certified ISO/IEC 27001:2013, providing independent assurance that our employees can effectively run a comprehensive security program and manage information security risks.
AN ENTERPRISE GRADE SOLUTION
SmartOffice SecureComm email notifications sent to SafeBox participants can be customized to fit your organization’s unique identity. System administrators can use the secure web-based interface to manage users, security profiles and more. Languages supported for customer interactions (emails, user interface, PDF reports) include English, French, and German.
FLEXIBLE DEPLOYMENT MODELS
Whether your organization needs direct control of all hardware and information storage, or want to use a secure cloud service with geographical presence across the world, there’s a SmartOffice SecureComm for you.
Who should use SmartOffice SecureComm?
Our account management team is available to discuss solutions that may benefit you. If you have any queries please don’t hesitate to contact our support team
