Security of documents stored in EDM

AVAILABILITY, SECURITY AND PERMANENCE OF YOUR INFORMATION

Your document base includes sensitive information which, while meeting availability and mobility needs, must be fully secured and kept confidential.

This dual requirement is the raison d'être of our archiving infrastructure, which combines the experience of our technical experts with the most advanced technologies to provide you with a maximum guarantee that is constantly adapting to the evolving world of SaaS.

A proven system architecture

Availability, confidentiality, integrity, traceability: Zeendoc ensures the permanence of your information.

Never lose any documents again

Availability

The “Cloud” always relies on equipment (servers, networks, storage) hosted in Data Centers. And not all data centers are created equal.

French hosting: Iguane Solutions, a 100% French and certified host, using secure French servers running on green energy. A way to free yourself from the Cloud Act and keep your data in France.
A multi-site infrastructure: To restore your services more quickly than with a simple outsourcing of your backups, the implementation of a multi-site infrastructure is necessary to overcome the failure of a data center by avoiding any disruptions and improving response times.
Data stored in France and redundantly distributed in real time across two physically distant data centers, whose servers are dedicated to Zeendoc and synchronized. This ensures an effective and accelerated recovery of our services and your business (Business Continuity Plan/Disaster Recovery Plan) in the event of a critical incident or failure of our primary data center.

CERTIFICATIONS

Here are the 8 certifications of our main data center:

ISO 27001 / PCI DSS / HDA / OHSAS 18001 / ISO 9001:2015 / ISO 22301 / ISO 14001:2015 / ISO 50001

To learn more:

⇒ Main Datacenter: https://www.equinix.fr/data-centers/design/standards-compliance

⇒ Secondary Datacenter: https://www.scaleway.com/en/about-us/

Green IT

The commitments of our main data center

A commitment to 100% clean and renewable energy - to power our global data center platform, which currently stands at 92%
Clean and renewable electricity - 225 MW of wind power and 38 MW of on-site fuel cell power
In France, we are at 100% renewable energy – Hydro origin FR Certificate

Equinix offers renewable energy declarations based on the principles of the Greenhouse Gas Protocol, which allows our customers to measure the amount of greenhouse gases not emitted and the proportion of renewable energy in energy consumption.

⇒ To learn more: https://www.equinix.fr/data-centers/design/green-data-centers

Confidentiality

Access and rights management: Secure access, a login and a password (complexity required) are necessary to connect to Zeendoc. If a malicious person tries to connect to another person's account, an email is automatically sent to the « attacked » person after three failed authentication attempts. After 3 unsuccessful attempts, you have to wait between 15 to 30 seconds to have the possibility to connect again. It will take 5 minutes of waiting after 3 new additional attempts. Users with administrator rights can manage the people who can access their documents. In addition, within these folders, they can manage both the features to which these people have access and the documents to which they have access.
Data transfer via secure SSL channel: From the moment of connection, communications between the user's workstation and Zeendoc servers are encrypted within an SSL tunnel. This tunnel is provided by the HTTPS protocol. This is exactly the same protocol and level of security as that implemented by banks to connect to their online account management interfaces.
AES Encryption of Stored Documents (ISO/IEC 18033-3): Documents that are uploaded are encrypted with a client-specific key, using the AES protocol. The decryption key itself is encrypted with the user's password, so that only the password holder is able to decrypt the document.

To archive is to prove

Integrity

Use of PDF/A format (long-term, standardized, and self-contained PDF format): Documents that are uploaded are converted to the format currently considered the most sustainable, PDF/A format. The documents are also retained in their original format within Zeendoc, so that the document can be retrieved in its original format if needed.
Integrity check before and after upload : At the time of upload, a fingerprint of the document is calculated via SHA3 control, then saved on a separate medium. When users consult an archived document, they access a copy. Whatever actions they take, the original stored within Zeendoc is not impacted.
Regular integrity check during storage : Regularly, an integrity check is launched on the archived documents: the fingerprint of each document is calculated again and compared to the one the document had during its upload. In the event of loss of integrity, the system administrators are immediately alerted, so that they can process the error, and possibly recover the complete file from a backup.
WORM Storage (Write Once Read Many): This technology allows data to be written but does not allow a document to be modified or deleted. It is therefore possible to write once and read as many times as desired without ever being able to physically erase or modify the written data.

Traceability

Time stamping indicating the date and time the document was uploaded into Zeendoc.
System Log: History of system events (Authentication, modification, rights, etc.).
Document log : History of document events (upload, index modifications, download, consultation, etc.).
History by document which allows you to consult the actions carried out on the document since its upload.

BECAUSE ARCHIVING MEANS PROVING,
NEVER LOSE A DOCUMENT AGAIN !