Document Management Software & Secure File Portal | SmartVault

A client portal that’s built with security and compliance in mind will offer the following measures:

Encryption of data during transit and while at rest.

When sensitive data is at rest or being exchanged over the internet, it’s crucial that your data is encrypted every step of the way so no one can hijack your information and use it for malicious purposes. By using advanced encryption methods such as SSL and AES-256, a cloud DMS could provide stronger protection for your data.

Controlled access to information.

How your information is stored and who has access to your information are critical to your overall security and compliance framework. With a security and compliance-first cloud-based DMS, you can easily set granular access permissions to folders and documents, then allow access to files through authenticated logins only. These added security and compliance steps help enhance your data and document security measures, which could help you stay more compliant with various regulations.

Secure data backup.

Your documents and metadata are always stored using highly redundant replicated storage. Multiple copies of metadata and documents are stored in multiple geographical locations and backed up regularly to ensure data availability.

An activity log.

An activity log is an automatically generated, time-stamped trail of all activities that happened in your document management system. It tracks all events from all users — including document creation, download, and deletion — and generates an audit trail of what’s happening in your account. No person, including the engineers of the platform can make any changes to this trail, making it the authoritative record for auditing purposes. This feature is a requirement from several industry-specific compliance regulations. Depending on your industry, it could very well be the single most important determining factor during your cloud DMS vendor selection process.