The responsibility of managing documents and various content types across an organization frequently falls on the IT team, even when other departments take the lead in selecting the appropriate tools and systems.
In such cases, IT and InfoSec teams often retain partial or full oversight and management of these systems, ensuring their seamless integration, security, and functionality.
For IT teams, their duties encompass the installation, ongoing monitoring, and maintenance of multiple tools to guarantee optimal performance and prevent potential issues. This requires staying up-to-date with the latest technology advancements and best practices while managing the complexities of integrating and supporting diverse applications.
Meanwhile, InfoSec teams face the constant challenge of navigating an ever-evolving risk landscape, striving to ensure the safety and security of the tools in use. Their work involves implementing robust security measures, staying informed of emerging threats, and adapting to new regulations and compliance requirements.
Both IT and InfoSec teams play a critical role in safeguarding an organization's digital assets and systems, and their collaborative efforts are essential for maintaining a secure and efficient environment.
IT and InfoSec teams will often encounter these challenges with enterprise content management, but FormKiQ is built to solve them:
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Centralized Access Control:
Most applications provide functionality to use the organization's single sign-on for initial authentication, but access control functionality can vary widely. This is particularly problematic when documents travel across teams, often moving from one system to another. For example, a legal team may create contracts in a system designed specifically for that team, and it may not be feasible to provide access to that system to other teams, which means that the existence of that document may not be easily shared with other departments.
FormKiQ provides flexibility in access control, allowing single sign-on, an optional multi-site division of documents, and making available both role-based and attribute-based access control. In addition, FormKiQ's flexible metadata enables the storage of document information such as deep links into specific systems, enabling better visibility into where a document can be found and providing a history of that document across systems and teams.
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Data Security and Compliance:
Protecting sensitive information across various applications and teams is a major challenge. Ensuring that documents are stored securely, encrypted, and protected from unauthorized access, leaks, or breaches is critical. Related to this is the requirement to remain compliant according to industry-specific regulations, data protection laws, and corporate policies, which can be compounded by variance between jurisdictions and constantly-changing requirements.
FormKiQ provides secure, encrypted storage using Amazon S3 for documents and Amazon DynamoDB for document metadata. Documents being shared across teams can be imported into FormKiQ and then made discoverable (assuming autorizatoin is provided) or even exported to other systems. Security-by-design and encryption in-transit and at-rest using keys managed by your cloud account prevents unauthorized access and breaches, and can satisfy data residency requirements. Using Amazon Web Services also ensures that compliance can be met, including regulations like GDPR, HIPAA, and PIPEDA and certifications and controls like FedRamp and NIST 800-53.
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Version and document control:
All documents will require periodic updates; it's essential to have visibility into the version history of documents, and for some sensitive document types, a more stringent document control process may be required.
FormKiQ includes version history powered by Amazon S3 Versions, and also enables document control procedures, such as requiring a document controller, providing legal hold functionality, and allowing for document expiry.
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Integration with other systems
Most organizations use multiple systems to fulfill the wide array of job functions, and integration between these systems can be critical for maintaining efficient operations.
FormKiQ provides workflows, actions, events, and a RESTful API to enable integration, with custom integration services available from our team of AWS-certified cloud computing, software engineering, and data architecture experts.
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Scalability and Operational Sustainability:
Document management includes multiple types of functionality:
- document storage, archival, and retention
- document organization and classification
- document processing and transformation
- document discovery and integration
Not every system used by an organization are built to scale; growth within the organization may place strain on some of these systems.
FormKiQ is built with scalability as a primary goal, using Amazon Web Services and its serverless and managed services to ensure the best results in scaling for both increases and decreases in usage. Enabling FormKiQ to function as a control center and intermediary between systems can improve scalability in a cost-effective manner.
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Data backups, time sensitivity, and reliability
Overall, an organization manages many types of documents, and tasks requiring those documents can often come with a great deal of important and urgency. Data losses or system downtime can have organizational and even legal repercussions.
FormKiQ provides redundancy and high availability through Amazon Web Services, ensuring a 99.99% uptime.
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Training and Support
IT teams are often expected to provide documentation, training, and support for systems that are used by various teams, often needing to support tools that are outside of the experience of the team. Sometimes major incidents can occur and the IT team is expected to jump in and resolve, with the InfoSec team being left to determine the severity of security incidents.
FormKiQ not only provides documentation and support, but we can work with your existing project documentation and support processes to ensure a consistent training and support model that works for your IT and InfoSec team(s).
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Infrastructure
IT is often expected to deploy and maintain the infrastructure for systems hosted internally, while InfoSec is expected to determine security risk. This can require a large amount of upfront effort and each additional software package requires an indefinite period of support and maintenance.
FormKiQ deploys directly into an Amazon Web Services cloud account that is under your organization's control, with our cloud and application experts available to provide the right level of cloud management for your IT and InfoSec team(s). We also provide operational support, ensuring that you have experienced FormKiQ engineers available for any infrastructure, application, or security issues.
FormKiQ is designed to be reliable and consistent, and to improve the effectiveness of IT and InfoSec teams. Whether your team used FormKiQ directly, or needs to support it for the use by other teams, FormKiQ will have a much reduced support and cost footprint compared to other systems.
Contact us to discuss how FormKiQ can reduce installation and management agony for your IT and InfoSec teams.