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Enterprise-Level Security

M-Files fully protects your documents and data

M-Files Security

We take your privacy and data protection seriously. That's why we provide robust security features like market-leading access control features, audit trails, federated authentication, file encryption in transit and at rest, intrusion detection, data loss prevention, high availability and more. Few things are as important as securing your business information and that's why we make sure you always have the tools you need to protect everything. Whether your data resides behind an on-premises firewall or in the cloud or you access it via the local area network in your office or remotely with your phone, we've got you covered.

New to the world of enterprise security? Read about Best Practices for Data Security in M-Files for more information.

Access Control & Permissions

Metadata-driven automatic permissions: M-Files provides a patented and revolutionary approach to managing access control by what the content is.

  • Dynamic organizational permissions: M-Files supports access control schema changes due to organization changes with a few clicks. For example, change an employees metadata attribute to “Supervisor” to enable visibility of employee-related documents without having to update permissions document-by-document.
  • Secure content while making it accessible: It's important to keep your content safe while making sure everyone in your company has access to the files and information they need. However, well-specified access control policies are only efficient if users adhere to them. In M-Files, permissions are set automatically and dynamically based on metadata. Automate data security and accessibility for everyone and ensure that access control policies are enforced in the repository.
  • Permissions based content and context: With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.
  • Focus on the important stuff: Your time is precious. The last thing you need to worry about is spending time manually establishing employee access rights to company information. M-Files reduces the demands for IT involvement by enabling those closest to the business need to easily configure the system to meet their requirements.

Access Control & Permissions

Metadata-driven automatic permissions: M-Files provides a patented and revolutionary approach to managing access control by what the content is.

  • Dynamic organizational permissions: M-Files supports access control schema changes due to organization changes with a few clicks. For example, change an employees metadata attribute to “Supervisor” to enable visibility of employee-related documents without having to update permissions document-by-document.
  • Secure content while making it accessible: It's important to keep your content safe while making sure everyone in your company has access to the files and information they need. However, well-specified access control policies are only efficient if users adhere to them. In M-Files, permissions are set automatically and dynamically based on metadata. Automate data security and accessibility for everyone and ensure that access control policies are enforced in the repository.
  • Permissions based content and context: With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.
  • Focus on the important stuff: Your time is precious. The last thing you need to worry about is spending time manually establishing employee access rights to company information. M-Files reduces the demands for IT involvement by enabling those closest to the business need to easily configure the system to meet their requirements.
Data Loss Prevention in M-Files

Data Loss Prevention

M-Files provides comprehensive data loss prevention mechanisms out-of-the-box:

  • Lost devices ≠ lost data: We provide guidance to help you safeguard data on individual client devices. Since all data in M-Files is stored securely on the server or in the cloud, no data is lost if an employee loses a laptop or fails to return a device upon leaving the company.
  • Preserve old versions: Preservation of old versions and the ability to revert back to previous versions is built into M-Files.
  • Check it out: Check-in and check-out functions, so you can keep track when a file is being edited and who is making changes.
  • No file backup? No problem: Easily control which users can delete documents and data. Deleted files and data can be quickly undeleted by administrators without having to restore backup files.
  • Backup: M-Files Cloud Vault users don't have to worry about backing up their data - we take care of it and can even provide regular offsite copies for independent storage. For on-premises deployments, we provide best practices to maitain backups of your data.
  • Track everything: View a change log of every version of a file that shows which user made edits, when they were made as well as other information about the lifecycle of the document.

Audit Trail

M-Files provides built in audit trail functionality to record key events like:

  • Automatic record of object events, such as object creation, modification and deletion
  • Information about who performed any operations and when they did it
  • Tracking of logins, logouts, password changes and user group changes
Audit Trial in M-Files
Audit Trial in M-Files

Audit Trail

M-Files provides built in audit trail functionality to record key events like:

  • Automatic record of object events, such as object creation, modification and deletion
  • Information about who performed any operations and when they did it
  • Tracking of logins, logouts, password changes and user group changes
M-Files Encryption in Transit and At Rest

Encryption

It is imperative that your data is fully protected whether it's being transmitted over a network or at rest so that no one gains unauthorized access to your information.

  • M-Files encrypts network communication between M-Files clients (M-Files Desktop, M-Files Web and M-Files Mobile) and M-Files Server via HTTPS, RPC, VPN or IPSec
  • M-Files encrypts data at rest with the AES-256 algorithm (compliant with the FIPS 140-2 standard)
  • M-Files supports database encryption via Microsoft SQL Server Transparent Data Encryption (TDE)

Authentication

Deploying strict password policies, such as password complexity and expiration rules is a great way to improve data security. You can further strengthen data security of the authentication process with federated authentication, multi-factor authentication, and pre-shared key authentication in M-Files. M-Files supports authentication via any SAML V2.0 and OAuth 2.0 compatible Identity Provider (IdP).

M-Files Authentication
M-Files Authentication

Authentication

Deploying strict password policies, such as password complexity and expiration rules is a great way to improve data security. You can further strengthen data security of the authentication process with federated authentication, multi-factor authentication, and pre-shared key authentication in M-Files. M-Files supports authentication via any SAML V2.0 and OAuth 2.0 compatible Identity Provider (IdP).

High Availability and Failover protection

High Availability

  • High Network Availability: M-Files Cloud Vault servers are hosted in Microsoft Azure datacenters. The network in these datacenters contains no single points of failure. Additionally, numerous technologies are used to proactively monitor latency and load in the network.
  • Data Replication: For fast recovery in the event of harware failure or other disasters, M-Files supports vault replication in additional geographic locations. In M-Files Cloud Vault, the data is replicated multiple times and automatic failover mechanisms are deployed to recover from hardware failures with no data loss or downtime.
  • Failover Solutions: M-Files Server can be run on common virtualization platforms, such as Microsoft Hyper-V and VMWare vSphere Hypervisor, allowing you to leverage the high availability features of those platforms. Additionally, M-Files Cloud Vault servers automatically failover to the secondary instance if the primary instance fails. 

We're ISO 9001:2015 Certified

M-Files provides high-quality information management solutions for customers in different industries. Understanding the different regulatory requirements that our customers need to comply with is one of our key strengths. Our Quality Management System has been certified against the ISO 9001:2015 standard for the design, development, delivery and support of our information management software and related services. As part of the certification process, our Quality Management System is regularly audited by an accredited external party to ensure compliance with the ISO 9001:2015 standard. In addition, our Quality Team monitors internal and supplier quality and continuously develops processes to ensure that we exceed the quality expectations of customers and stakeholders.

We're ISO 9001:2015 Certified

M-Files provides high-quality information management solutions for customers in different industries. Understanding the different regulatory requirements that our customers need to comply with is one of our key strengths. Our Quality Management System has been certified against the ISO 9001:2015 standard for the design, development, delivery and support of our information management software and related services. As part of the certification process, our Quality Management System is regularly audited by an accredited external party to ensure compliance with the ISO 9001:2015 standard. In addition, our Quality Team monitors internal and supplier quality and continuously develops processes to ensure that we exceed the quality expectations of customers and stakeholders.

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