New Feature: Index of files in a vault

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Recently a number of customers, particularly in the Legal sector, have been asking for assistance with producing an index of all of the files in a vault. Discussing the reasons behind these requests with our customers has shown that while the folder structure is a convenient way to manage the contents it can make it hard to get an overview of the complete vault.

This problem is exacerbated as our users have gained confidence in the usability and security of Safe4. The service is being used for increasingly complex projects and matters involving larger numbers of participants.

Safe4 customers are building increasingly large folder structures and using the advanced security and encryption capabilities in the system to store ever more files – some vaults now have over 100 folders and some contain in excess of 10,000 files.

While the Safe4 servers are more than capable of handling these large vaults – their very size can make it hard for the users to understand the complete vault and to focus their attention where necessary.

To assist with these situations Safe4 are pleased to announce a small new feature that enables Provider users to quickly produce an index of files in a vault.

Accessible from the Action menu on the Clients page, this function produces a simple index of all of the files in a vault in a format that can be saved as HTML or copied into Excel for further processing.

This new feature is available in Safe4 today.

The index function respects the security established in the vault – so a user producing an index can only see those files they are entitled to view.

We are very pleased to see our customers make increasing use of the secure distribution, collaboration and storage facilities in Safe4.

Features, such as the new vault index function, are especially important as they are the result of feedback from our users. We hope that this new capability in the system makes Safe4 simpler for users working with the large volumes of critical information produced in many projects.

Later updates to the system will make this functionality available to Client users, and will simplify the process of exporting the index to Excel.

UK Legal Profession warned of the importance of information security

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A number of sources have recently published some salutary information on the need for improved security among the UK’s professional practioner community.  Digital Law have highlighted this in a fairly damning article, which can be viewed by clicking here.  The UK Information Commissioner’s Office has pointed out the need for solicitors and barristers to take greater note of poor security standards, and to draw attention to these when possible.  At present more than 50% of UK law firms use open email services to transfer confidential information.

Whilst not everyone will regard US whistle-blower Edward Snowden as their favourite source of advice on security matters, his recent comments on data security, and in particular the use of Dropbox, make interesting reading.  A number of leading UK security specialists have strongly supported his views.  His comments can be viewed by clicking here.

By providing a highly secure document delivery and storage service, Safe4 overcomes all of these concerns.  Using UK-hosted data centres accredited to ISO-27001, Safe4 is among the most secure services on the internet according to independent testing laboratories.  Annual penetration testing under the auspices of GCHQ through the UK Government’s IT CHECK scheme also helps to ensure that confidential information is managed using the highest standards possible.

If you would like more information on how Safe4 can assist your firm, please use the Contact Us link on this website.