The issue of protecting client data has never been hotter. As of 6th April 2010, the ICO will be entitled to impose fines of up to £500,000 on companies who fail to adequately protect client data. Docutiva lets you distribute documents securely via the web.

Secure client extranet and intranet software

The issue of protecting client data has never been hotter. As of 6th April 2010, the ICO will be entitled to impose fines of up to 500,000 GBP on companies who fail to adequately protect client data.

While most companies have good internal data security and backup policies, they tend to overlook the need to secure data in transit. This results in email being used to transmit sensitive data, a protocol that is inherently insecure and capable of being intercepted.

The next time you receive a sensitive document, such as your annual accounts, a registration certificate, or tax return via email, bear the following in mind:

• Email is transmitted using a protocol called SMTP, which, by default, does not encrypt messages.
• POP and IMAP protocols require that you send your username and password to login; these credentials are not encrypted.
• Email messages are often stored on SMTP servers in plain, unencrypted text.
• If the sender made a mistake while typing in your email address, someone else would receive enough sensitive information to falsify your identity. The same holds true for anyone intercepting postage.

To improve this, we are excited to announce the launch of Docutiva, our secure web-based document management and project management software. Docutiva is a secure intranet and online extranet software platform that makes it easy to distribute and store client documents within secure workspaces. Data is encrypted during transit with email notifications used to inform authorised team members of new documents and tasks awaiting them in their workspace. This gives clients better access to their account documentation and provides a secure area in which to collaborate with team members.

By providing 24/7 access to documents, Docutiva reduces the need for a client to call or email an account manager whenever a document is required, and reduces the frustration of not having documents to hand when needed. Powerful batch routines allow documents to be uploaded into multiple client accounts in a single procedure, making document processing faster and easier for accountants and lawyers who need to distribute documents to multiple clients at the same time.

"We are very excited about what we have created. We have worked closely with a number of London accountants to ensure Docutiva provides a more secure and affordable solution for managing client documentation and collaboration" said Calan Horsman of Docutiva.com. "We look forward to the year ahead and helping companies improve their client communication and document workflow."

Docutiva is now in public release and available for private demonstrations. To arrange a demo you can email sales@docutiva.com.

Duncan Webster
Docutiva
Online document management

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