News

Shared workspaces and security and data protection by design and by default

05/05/2020
WHAT IS THE ISSUE
  1. When the world changes, and we all started to work from home, and it became quickly became apparent that to work effectively, employees needed to collaborate and share data.
  2. Many jumped in and took the first solution and maybe compromised quality for the price.  The problem with many of the solutions chosen is that they are not secure. Sharing confidential information via email or pluggable devices is not always ideal as these methods can make data difficult to control access to and protect
  3. While cloud storage and share companies such as Dropbox and Sharefile provide a useful solution for storing data, many organisations find it challenging to manage encryption keys for their files, as neither the uploaded files nor the security options are in their control. And this difficulty creates regulatory risk.
REGULATORY RISK
  1. In consideration of this new environment and new tools, Companies cannot ignore the above risks because of the challenges from the General Data Protection Regulation (GDPR), which must be accounted for when collaborating ensuring information is always secure.
  2. The GDPR requires you to put in place appropriate technical and organisational measures to implement the data protection principles and safeguard individual rights; this is 'data protection by design and by default'.
  3. In essence, this means you have to integrate or 'bake in' data protection into your processing activities and business practices, from the design stage right through the lifecycle. This concept is not new. Previously known as 'privacy by design', it has always been part of data protection law. The key change with the GDPR is that it is now a legal requirement.
  4. Data protection by design is about considering data protection and privacy issues upfront in everything you do. It can help you ensure that you comply with the GDPR's fundamental principles and requirements and forms part of the focus on accountability.
WHAT FEATURES SHOULD YOU LOOK FOR IN YOUR SHARED WORKSPACES

The following would be the minimum requirements when sharing documents

  1. Access Control
  2. Auto Versioning
  3. Restrict Access
  4. Retention Policies
  5. Geographical Restrictions
  6. Detailed Audits
  7. Encryption
COMSURE'S SOLUTION OFFERS THE ABOVE AND MORE
  1. Galaxkey Workspace offers users a secure ENCRYPTED work environment where they can upload and share files and folders.
  2. You can create Workspaces for in-house users, along with external contacts, you need to collaborate.
  3. With complete controls in your hands, users can be added to the Workspace and assigned access.

SECURE WORKSPACE COMPLIANCE FEATURES

Galaxkey Workspace offers users a secure work environment where they can upload and share files and folders. Workspaces can be created for in-house users, along with external contacts you need to collaborate with. With complete controls in your hands, users can be added to the Workspace and assigned access.

  1. Secure by Design
    • All files stored in the Workspace are scanned for viruses before they are uploaded and secured with user identity by default.
    • No unsecured files are ever stored, and files cannot be accessed without the correct user authentication.
  2. GDPR Compliance
    • Galaxkey workspace is designed to ensure it is fully compliant with the GDPR and other international regulatory requirements.
  3. Detailed Audits
    • When you need reports for audits and compliancy purposes, the Galaxkey Workspace provides users with detailed information on all documents secured and unsecured.

SECURE WORKSPACE OPERATIONAL FEATURES

The Galaxkey workspace is a powerful platform designed to solve both compliancy and confidentiality requirements for securely sharing files, while also ensuring users can work collaborate effectively without disruption.

  1. Access Control
    • Files are uploaded in Workspace and can be accessed by users who have been granted permission.
    • With total control, files can be completely restricted or viewable only online, with no option to download.
  2. Auto Versioning - built-in version control
    1. Galaxkey Workspace has built-in version control.
    2. When a file is modified, the previous version is maintained, allowing users always to return it if required. Users can configure how many files are stored in the version history.
  3. Collaborate Online
    • Galaxkey provides a complete editing suite for modifying documents in Word, Excel, and Spreadsheets.
    • Created to facilitate collaboration, multiple users can work simultaneously on one file and view changes made by each other, keeping in contact via built-in messaging.
  4. Select your Size Limit
    • There are no size limits on files being uploaded or downloaded, but this can be configured within the Workspace settings.
  5. Restrict Access
    • Access can be restricted to Workspace for a specific geographic region, offering an enhanced level of protection from malicious attacks.
  6. Themes
    • Workspace offers multiple themes to provide users with a selection of different styles and layouts for their interface to suit individual preference.
  7. Retention Policies
    • Users can define their individual company retention policies on file and workspaces to make certain they are compliant with regulations.
  8. Geographical Restrictions
    • Users can define access to regions that are authorised to connect to a corporate workspace and are able to place restrictions for one or multiple regions.

Interested? Get a 14-day trial. Email mathewbelae@comsuregroup.com