OwnCloud Launches Feature for Automated Classification and Secure Processing of Documents

OwnCloud GmbH launches feature for Automated Classification and secure processing of documents

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With the Document Classification extension, enterprise users benefit from a feature that recognizes security levels in the metadata of documents and imposes sharing and access restrictions accordingly.

This makes it possible to automatically classify documents in ownCloud and to define usage policies. The feature was developed in cooperation with a major German automotive supplier and represents an essential component for complying with the European General Data Protection Regulation (GDPR) and standards such as ISO 27001/2, which is recommended by the German Association of the Automotive Industry. In combination with the proven File Firewall and Workflow extensions, the company thus offers a protection for company data and enables enterprise file sharing in industries in which the use of the technology was not previously possible due to the high security requirements.

Automated tagging of documents
The reason for developing the app was the fact that many organizations use software that regulates the confidentiality of certain files, but is only partially compatible with company-wide file sharing systems. Examples include Microsoft Azure Information Protection and NovaPat’. With these applications, files can be labelled with certain levels of confidentiality. The company recognizes this information by reading the metadata and automatically assigns tags to the document. On the basis of this information, various guidelines can now be defined for each of these security levels, e.g. that documents marked as ‘confidential’ may not be shared externally, that no public links can be created to them, or that they may not be uploaded to the firm’s solution at all.

“By classifying confidential documents and processing them in accordance with the relevant guidelines, our customers can minimize the risk of data privacy violations and guarantee security and control at all times – not only within companies but also in cooperation with customers and partners“, emphasizes Holger Dyroff, COO, ownCloud.

Lower IT costs through automation
For administrators, the development means automated fulfillment of compliance requirements, giving them control over data flows in their enterprise.

For particularly sensitive documents, file access mechanisms can be defined that automatically apply when users attempt to perform unwanted actions (such as creating public links or access by unauthorized users). This enables effective and at the same time highly secure collaboration even with confidential documents.

The new functionalities are also particularly helpful for the handling of personal data, which is subject to the European General Data Protection Regulation (GDPR). With Document Classification, this data can automatically be separated from all other data and managed individually.

The functionalities are integrated into ownClouds ‘Frictionless Usability’ concept: Users are provided with as many functions as possible that are normally reserved for administrators (e.g. inviting external users or creating groups). These are complemented by auditability and automatic control mechanisms so that administrators always retain control. In this way, internal processes are further accelerated, user adoption is increased and the internal IT workload is reduced.

The extension is available on the ownCloud Marketplace as part of the Enterprise Edition.

Resource:
Video: Document Classification and Policy Enforcement with ownCloud – Talk at ownCloud Conference 2018