Keep all your data secure

Your data security and privacy—our priority

Make sure your security is up to standard

Worried about accidental data leaks and potential fines and other unwanted effects on your business? Audits, regulatory compliance and securing personal information are key to any business today.

M-Files provides enterprise-level security to guarantee the security and privacy of your documents and data. You can rest assured that we do our best to help you safeguard the security and privacy of your, or your customers’ data.

Pillars of Access

We believe that data must be accessible by those who are granted access, and only by those with granted access. At all times, with no exceptions.

Always on
To whom needs it
Only to who should have it
Audit trail to prove this

What our customers are saying on TrustRadius

Security features for more control

Human error is often the reason for security breaches and accidental leaks. To combat this, you need to have safeguards in the system itself to prevent such incidents – and this is exactly what M-Files provides. Proper information management practices are an essential part of your overall data security and integrity. They let you take control of your company’s and your customers’ data.

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Policy Enforcement

Automate data security with metadata-driven permissions that allow fully automatic control of access (read, edit, delete, change permissions) for any particular object based on its type or attributes. Permissions change with context of your content so that e.g. when an employee changes jobs, you don’t need to worry about permissions on all the related data.

M-Files supports managing content automatically in complex hierarchical structures, as well as sets permissions automatically based on those structures and reacts to changes.

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Integration with your security solutions

Whether it is AD integration with single sign-on to enable flexible and secure access control into the system, or LDAP, SSO and MDM solutions already a part of your infrastructure, M-Files can be integrated to support secure access to data.

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Version control with automatic audit trail

Preservation of old versions and the ability to revert to previous versions is built into M-Files. Check-in and check-out functions, so you can keep track when a file is being edited and who is making changes. The version history automatically saved every time a change is made in the content or metadata creates a seamless audit trail of who updated what and when, as well as the lifecycle of the document with tracking of logins, logouts, password changes and user group changes.

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Automatic workflows

Automatic workflows let you govern the way documents are managed, shared and stored and therefore help you comply with company guidelines, industry standards, and legal regulations. Additionally, permissions can change automatically as the document moves through a workflow, from draft to approval to signature.

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Print and download protection

Printing and downloading of documents can also be disabled as well as screenshots of the mobile application. Users can preview documents but they are prevented from printing or downloading.

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Compliance and quality management

Ensure your quality processes, compliance, and certifications. M-Files Quality Management Solution (QMS) provides extensive support for regulated businesses.

Our certifications and compliances

You don’t have to take our word about keeping your data secure and private. We have numerous 3rd party certifications to prove it. And we are compliant with major industry regulations.

Certifications

ISO 9001:2015
ISO/IEC 27001:2013
ISO/IEC 27018:2014
SOC 2/AICPA
All certifications

Comply with key regulations

GDPR
HIPAA
FDA 21 CFR part 11
Eudralex Vol 4 Annex 11
SOX-404
FIPS 140-2 Level 2
FINRA SEC Rule 17a
All regulations

Hosted on Azure

M-Files is hosted on Azure, which provides a lot of certifications of its own.

What our customers say

Manzil Healthcare Services

“As well as usability and accessibility, compliance was also very important. M-Files software is compliant with JCIA and HIPAA standards.”
Yasser Quraishy Executive Director of Digital Health and Innovation, Manzil Healthcare Services

Security technologies and frameworks

Encryption
Data-loss prevention
Data replication
Authentication
Cloud security
Mobile security
High availability
Failover solutions
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)

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.
  • 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 maintain backups of your data.
Data replication

For fast recovery in the event of hardware 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.
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 OAuth 2.0 compatible Identity Provider (IdP).
Cloud security

M-Files cloud is managed by our professional Cloud Operations team 24/7.

M-Files is hosted in Microsoft Azure. Microsoft has several verifications in place to ensure the security of the Microsoft Azure Cloud. The Azure cloud offers several features to support security, such as:

  • Geo-replication
  • Scheduled back-ups
  • Recovery
Mobile security

M-Files Mobile provides encrypted connections (HTTPS) for M-Files Server as well as AD integration, OAuth 2.0 support, and support for pre-shared key authentication. We support mobile device management software such as Mobile Iron and Blackberry Dynamics. You can force users to use a VPN connection, or M-Files to ask for a PIN code.

High availability

The availability of data the ability to minimize system downtime are critical to business. We use both our own methods as well as Microsoft’s to ensure high availability.

  • M-Files leverages e.g. multi-server mode to create active/active clusters that help you plan for maintenance operations and minimize service interruptions. You can configure default servers for backup operations to ensure more capacity for end user tasks.
  • 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.
Failover solutions

M-Files Server can be run on common virtualization platforms, such as Microsoft Hyper-V and VMWare vSphere Hypervisor.

  • This allows 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.

Let us show you M-Files in action

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