ClouDoc supports automatic check-out/check-in. Just double click your document!

ClouDoc supports automatic check-out/check-in. Just double click your document!

 

How much have you been inconvenient ?

 Conventional document management solution keeps documents in database. It provides functions like meta search, full text search, version management, check-in/check-out, Also, forming tremendous demand markets in the world.

  
Meanwhile, IT environment, with the advent of Cloud service, mobile environment, and diverse
Visualization techniques, is expecting new functions of document management solution itself.

 

One of them is check-in/Check-out/ function. Check-out means to lock the network for correcting the document stored in DB and download the document into your PC for correction work. Reversely, the corrected document should be registered again in DB for check-in.

 

As check-in/check-out function requires a user to take multi-level procedures, and sometimes to get an approval of his senior, its performance is cumbersome. If cumbersome, what would you do?.

 

Perhaps, it is natural these days that such cumbersome be disregarded by employees.

 

Automatic check-in/check-out of ClouDoc helps you.

 

ClouDoc allows automatic performance of check-out/check-in fuction. Only double clicks on the document in the central document drive provide same effect as check-out. If a user who has opened the first document has Write authority on the document, Users after the first would open the document as read only. If the user who completed document correction stores the document and finishes the application, UnLock function equal to check-in function is automatically performed.

 

Now, users do not need to perform documentation through multi-level procedures any more. Your employees would do their own business, without noticing their performances of other procedures, except for documentation in a very transparent way.

This automatic check-out/check-in function is applied to CAD programs like AutoCAD,SolidEdge and SolidWorks as well as Office program. Besides, users can identify who has the authority to write on the current document through Attribute window of the file.
  

 

<Picture> Application to support automatic check-in/check-out

 

Only advance technology can enhance corporate productivity.

Naturally, employees would not be afraid of the storage of document in the center and correction.

Tremendous amount of documents and drawings gathered in the center would be properties for healthy and growing business. Advanced technology will be business competitiveness.

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Security Architecture for document centralization solution & information leak prevention.

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Recent information leak accidents are mainly caused by people rather than by malignant codes

Personal information leaks were largely reported in January 2014, and presidents of each relevant companies were resigned.

*  KB Kukmin Card : leaks of 53 million

*  Lotte Card : leaks of 26 million

*  NH Nonghyeop Card : leaks of 25 million

In the meantime, personal information leak accident of Shinhan Card was reported additionally in April.

Besides, many information leak accidents were reported. Among them the information leak accident only in the Agency for Defense Development was caused by a malignant code, while the rest by people. ClouDoc, equipped with information leak preventing measures by people as well as by malignant codes, is the Document Centralization Solution, 

<Figure> ClouDoc Security Architecture

Document Centralization Solution which uses PC disk locking

ClouDoc provides disk IO control(disk locking) functions for USB drive, CD/DVD drive, and network drive, as well as local disk for the designated applications. Especially, unlike other products, disk IO control is realized by using a characteristic value of application instead of application name or file name.

 

<Table> Comparison of disk IO control(disk locking) methods

‘Information leak prevention by malignant code’ by separating Networks

ClouDoc’s NetworkLock module provides Network separation function without additional hardware nor network infrastructure change. For information leak prevention, users are controlled to the minimum in the intranet or internet modes.

<Figure> User environment control under ClouDoc NetworkLock environment

Only approved documents can be provided to partners.

ClouDoc provides the safe approval system for document exchange with partners. Only the approved documents can be delivered to outside, and the documents from outside are automatically moved to the applicable user drive for use.

Offer embedded approval system to export document

Documents in the central location can be exported after approval. Approved documents can be attached to 'email, messenger, or bulletin boards'. And they can be stored in the security drive area in local disk for outside work.

 <Table> Two kinds of document exports

Suggestion of the Knowledge management roadmap in the future safe security environment

ClouDoc is not just a solution to reinforce security environment only.

Customers adopting ClouDoc can gather documents in central server naturally as well as reinforce security system. Almost 100% task documents in staff’s PCs are gathered into the corporate owned storage.

ClouDoc strives to provide Knowledge management environment so that tremendous amount of documents accumulated in center can be used effectively for corporate work environment. And it will provide document management function suitable for the new internet era through continuous function update in the future. 

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Video : ClouDoc! To protect documents of your company.

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Why we should protect documents of our company?

Nowadays, the most important property of corporation is electronic document rather than real estate and machinery. However, the market research firm Gartner published that 90 percent of corporate documents exists on employee PC and the remaining 10 per cent are stored on the server. The Small Business Administration also published that more than 70% criminals of Information Disclosure are current & former employees or partners.

To resolve the problem, files are saved encrypted and the hard disk of retired is returned to company. However, some wiped hard drive can prevent the Information Disclosure? File encryption method also hinder the performance of your PC or can protect only the specified version of the program data. So most of application data can't be protected.

Why ClouDoc?

The Product enables you to use Personal Document Drives and Team Document Drives saved in the central server as if you would with the Local Drive in your PC. By the corresponding application, the product disables you to save a document in the Local Drive, but enables you to save it in the central server.

The Product supports various user interfaces: it can be used not only on Windows Explorer, Java Explorer and Web Browser, but also on Smart phone and Tablet. This means that users in any environment (Windows, Linux, Mac, mobile etc) are enabled to use the Central Document Drive

You can view central documents safely in mobile (smart phone, Tablet PC etc) environments. If the mobile device is lost by accident, you can track the document location and delete it remotely. Documents saved in the mobile device cannot be leaked out since they are encrypted..

When you edit an Office document stored in the Central Document Drive, the old version of Office document is automatically kept in the Drive. The old version kept in the Personal or Team Document Drive can be recovered as and when required.

Many organizations control USB memory, email, Messenger, printer and etc to prevent unauthorized export of documents saved in PCs. But the hard disk of PC can be the major source of data leak and therefore requires to be strictly controlled.

Disklock is the world best module for 'document-save control', which is developed based on the file system driver technology of NETID. Unlike others that control documents by name of application, DiskLock uses internal information of the applications for better security.

ClouDoc is ready for use!

The Product is rapidly growing at the rate of 168% on average each year since 2009. Global leading organizations like Samsung Engineering, LG Electronics, Tokyo Electron Korea, SKT, Lotte, Samsung Card, Seoul City, OCI etc use ClouDoc for centralization of their mission critical documents.

"The product preventing data leak for personal use by the central document management just through the policy setup at the center" We recommend ClouDoc for document centralization and anti-data leak.

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ClouDoc, Document Centralization based network separation solution, delivered to Incheon Metropolitan City Office of Education

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ClouDoc, a Solution embedded with the network separation function for the first time among the document centralization solutions, was delivered to Incheon Metropolitan City Office of Education. The following features of the network separation function, in particular, have prompted other government agencies that have been cautious to implement Network Partition to pay attention:

l  Use of the existing environment;

l  Simplified and stable management and use;

l  Minimized investment costs

One-stop Solution Architecture for Data Loss Prevention

With this supply as a momentum, ClouDoc has completed the ideal structure for data loss prevention. With implementation of just one single solution, you can control auxiliary devices disk, hard disk and network. It does not only offer the control function; key information stored centrally can be used as virtually same as you would in the local disk environment through the drive for Windows Explorer provided by the solution. ClouDoc also offers professional document management functions (such as search, version management, category management) for the centrally managed documents. This not only enables data loss prevention, but also improved work efficiency through efficient use of the centralized documents.

<Figure> One-stop Solution Architecture for Data Loss Prevention

Focused attention in concert with the recent human-inflicked data loss accidents

Leakage of data involving personal information of 140 million people was reported at the beginning of 2014 in korea. There was another report of data leakage attempted by a 5th-grade official in korean government, and yet another involving 3,000 personal information of students from NEIS(Nation Education Information System). Barclays, a UK financial institution was reported by Daily Mail to have lost about 27,000 personal information of its clients with a memory stick.

All the above four accidents occurred, not by malicious codes, but by mischief of internal staff or affiliate companies. The existing Network Separation solutions are virtually useless in the protection of data from human-inflicted leakage. Document centralization solution like ClouDoc, on the other hand, is designed to prevent such leakage.

Can the success in the private sector be repeated in the public sector?

It is true to say that the Document centralization concept has been vitalized in the private sector for work innovation, rather than in the public sector. Since the Network Separation business was the leading trend in the public sector in preparation against malicious codes, it has been generally analyzed that time is still young for the full-swing proliferation of Document Centralization solutions. However, with ClouDoc embedded with the Document Centralization-based Network Separation function, much interests arises to see if Document Centralization could land safely in the public sector. Since Document Centralization has witnessed a rapid growth in the private sector for it minimizes the change in the work environment and offers stable performance while facilitating data loss prevention and improved work efficiency, it is also expected to see such growth in the public sector.

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Protect data from Malicious Codes and Data Thieves in one with the ClouDoc-based Network Separation!

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The network separation function has been added to ClouDoc of NETID Company Limited, the company having the largest Document Centralization clients in Korea. This new function is to be delivered to Incheon Metropolitan City Office of Education, thereby facilitating the staff thereof to work under the convenient Windows explorer and safe network separation environments.

What is Document Centralization?

l  It facilitates the storage of important documents only in a central storage, rather than in individual PCs.

l  ClouDoc has secured some 90 customers up to now since 2009 who use the ClouDoc Document Centralization solution.

l  Most of the clients are small and medium manufacturers which use the solution for the security of their CAD drawings, but…

l  Samsung, SKT, LT, GS, Lotte, etc are are also using ClouDoc for document centralization of a vast amount of corporate documents generated by thousands of their employees….

Is it just another Network Separation Solution?

To protect documents of public organizations that run the country, and to impose statutory obligations to the private sector to take data protection measures, the Network Separation function is being pursued led by the korea government.

l  The early version only allowed the physical network separation, but with the emerging problems such as high-cost structure and cumbersome management, the later version now allows the software-typed logical network separation.

l  The logical network separation includes the SBC and the CBC methods. The logical network partition is however, not without problems: there has been an increase of network traffic and concerns over system stability. These problems have been the reason why the local governments and large companies are reluctant to introduce the solutions into their systems.

Features of the Newly launched Module

The newly launched Network Separation Function of ClouDoc features:

l  While it is similar to the existing CBC method, yet it uses only the Microsoft-approved standard methods.

l  The Administrator establishes policies for Internet & Intranet.

l  And Users are to select either the Internet or Intranet mode.

l  Since none of the non-standard method is used to maintain the Internet and Intranet environments simultaneously, the system stability is secured.

When converting from Intranet to Internet mode:

l  Clip board or temporary files, etc. are automatically deleted.

l  Converting is only enabled when you exit all applications that are being used for corporate documents.

For data exchange between the Internet and Intranet Modes, an Export Disk must be provided inside the PC and approval is obtained from the Team Head so as to prevent data leakage.

<fig1> Document Centralization based Network Separation to protect file assets

Features of the new Product are summarized as below:

l  No additional equipment is required for network separation, other than document centralization.

l  No additional license for Windows OS or Office program is required.

l  No additional system infrastructure is required for data exchange.

l  No need to add a separate external mail system.

l  Data leakage by mischief of the human is also prevented since there is no corporate document stored in individual PCs.

Future Prospect

The recent leakage of personal information at a korean credit-card companies was a result of mischief of the human, rather than of malicious codes. The Network Separation function to be launched this time is based on document centralization, thereby preventing data leakage caused by malicious codes and by mischief of the human. Recent news articles indicate that fail proof data security cannot be realized just with network separation. Successful implementation of a solution is only achievable when it can minimize changes in user environments and offer an optimum means to achieve the objective of data leakage prevention. This is the very reason why the document centralization-based network separation should receive full attention in the near future.

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