Enterprise security and access

M-Files offers robust security technologies such as market-leading access control features, audit trails, federated authentication, encryption during data exchange and storage, intrusion detection, data loss prevention, high availability and more.

Complete control over access and permissions

Automatic permissions based on metadata: M-Files provides a patented and revolutionary approach to managing access based on the content of information and documents.

Safe and accessible at the same time

It is important to keep your information secure while ensuring that everyone in your organization has access to the files and information they need. However, a defined access policy is only efficient if users adhere to it. In M-Files, rights are automatically and dynamically set based on metadata. Automate the security and accessibility of data for everyone and ensure that access policies are maintained at all times.

Dynamic organizational permissions

M-Files supports access changes due to organizational changes with just a few clicks. For example, change an employee metadata attribute to “Manager” to allow visibility of employee-related documents without the need to update document-by-document permissions.

Information and context via permissions

With M-Files, you can set access rights for entire classes of documents and information 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.

Less pressure on the IT department and it's resources

Your time is precious. The last thing to worry about is manually capturing employee access rights to company information. M-Files reduces the pressure on IT resources by enabling the people closest to the business to easily configure the system to meet their requirements.

Encryption

M-Files provides the highest level of encryption so that no one gets unauthorized access to your information.

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

Audit trail

M-Files provides built-in audit trail functionality to record important events and changes:

Automatic registration of object changes, such as creating, modifying and deleting objects
Information about who carried out which actions and exactly when that happened
Track login and logout, password changes and user group changes

Authentication

Applying strict password policies, such as required password complexity and expiration rules, is a good way to strengthen the security of your data. You can further strengthen the data security of the authentication process with federated authentication, multifactor authentication and pre-shared key authentication within M-Files. M-Files supports authentication via any SAML V2.0 and OAuth 2.0 compatible Identity Provider (IdP).

Prevent data loss at all times

M-Files offers comprehensive out-of-the-box technology to prevent data loss.

Device loss is not equal to data loss

We provide support to help you protect data on individual employee devices. Since all data in M-Files is securely stored on the server or in the cloud, no data is lost if an employee loses a laptop or does not return a device when leaving the organization.

The most reliable and independent backups

M-Files Cloud Vault users don’t have to worry about backing up their data. M-Files provides remote copies and independent storage. For on-site deployments, we provide best practices to ensure your data is backed up.

No backup, never a problem

Easily check which users can delete documents and data. Deleted files and data can be quickly restored without backup.

Track everything

View a change log of each version of a file that shows which user made changes, when they were made, and other information about the document life cycle.

Safe check-out

Check-in and check-out functions, so you can keep track of when a file is being edited and who makes changes.

Retain old versions

The retention of old versions and the ability to return to previous versions is built into M-Files by default.

High availability you can rely on

Thanks to M-Files, you don’t have to worry about the availability of your data.

High network availability

The M-Files Cloud Vault servers are hosted in Microsoft Azure datacenters. The network in these datacenters does not contain single points of failure. In addition, numerous technologies are used to proactively monitor latency and load in the network.

Data replication

For fast recovery from hardware failures or other calamities, M-Files supports safe replication in alternative geographic locations. In the M-Files Cloud Vault, data is replicated multiple times and automatic failover mechanisms are deployed to recover from hardware failures without data loss or downtime.

Failover solutions

M-Files Server can run on common virtualization platforms, such as Microsoft Hyper-V and VMWare vSphere Hypervisor, allowing you to take advantage of the high availability features of these platforms. The M-Files cloud server automatically switches to a secondary failover if the primary failover fails.

On the way to ISO 9001:2015 certification

With M-Files, GeONE offers high-quality information management solutions for organizations from different sectors. We excel in understanding the different legal requirements our clients must meet. M-Files as a quality management system is certified according to the ISO 9001:2015 standard for the design, development, delivery and support of information management software and related services. As part of the certification process, M-Files QMS is regularly audited by an accredited third party to ensure it meets the ISO 9001:2015 standard.

Download ISO whitepaper