Data security assurance for file management systems

Employees maliciously delete enterprise data before leaving their jobs, or use internal permissions to obtain data to take away, threatening enterprise information security.

Most exit leaks are only detected after the fact, and the cost of data leakage borne by enterprises is even higher. In recent years, there have been many incidents of leakage after leaving the company, and departing employees have become a high-risk group that threatens the data security of enterprises.

Document is an important carrier of enterprise information, design drawings, technical data and other information in a variety of formats, the implementation of document security strategy is to reduce the risk of leakage of important content.

Exit leaks are difficult to detect, mainly due to the following reasons: a large time span, batch downloads, external links and other behaviors may be distributed over a long period of time prior to the departure; within the scope of authority, most of the behaviors occur within the scope of work authority.

The file security policy should not be limited to the one or two months before and after the departure, but the risk monitoring should also cover the behaviors within the scope of authority.Fileshow proposes the following solution accordingly:

01 File permissions

Set roles for employees based on their positions, grant data access and operation permissions; set permissions for key data to control access members and operation behaviors. Member roles + data permissions combine resignation control with employee daily file management to extend the security cycle.

02 File Watermark

To prevent information leakage through screenshots, screen recordings, and photos, Fileshow supports enterprises to enable the custom watermark function. Once a resignation leak occurs, the source of the leak can be traced back through the watermark information.

03 Data backup

Back up important files and data so that in case of emergency, you can quickly restore the backup data to reduce losses.

04 Dangerous behavior warning

Because most resignation leaks occur within the scope of authority, they are difficult to detect. Only by monitoring the access and operations within the authority can abnormal behaviors be discovered in time.

The dangerous behavior warning function monitors the risks of file downloading, deletion, editing, sharing and other behaviors. If abnormal behaviors are found, the system will automatically send warning messages to remind you to check and stop risky behaviors in time.

05 Handover after leaving the company

The documents and materials generated during the work period belong to the company and should be handed over in full when leaving the company, but the integrity of the handover is difficult to verify. Fileshow supports the one-click handover of all documents and materials under the account when leaving the company, and the data access and operation permissions are also recovered.

To prevent resignation data leakage, it is necessary to establish a long-term prevention system, formulate a complete resignation process, strengthen document security strategies, establish a mechanism for tracking resigned employees, strengthen employees' confidentiality awareness, and establish a data backup and recovery mechanism.