Functionality with
comfort and
security

SmartFile connectsfunctionality withcomfort andsecurity.

SmartFile´s secret is the system´s simplicity. The application adapts to your needs rather than vice versa.

Simple operation enables even entirely unpractised users to find their way around without help. You absolutely cannot do anything wrong.

At all times, your data is located on SmartFile in a highly secure area. Without you needing to think about it, with SmartFile you fulfil all necessary data-protection requirements and compliance stipulations; you are also protected against hacker attacks and the spread of viruses.

Document exchange

Share limitless quantities of data with colleagues, customers, suppliers and partners via individually separated data-spaces.

Business storage

All data archived securely and able to be called-off at any time. Using Business Storage you have unlimited storage capacity at your disposal and work in a cost-effective and efficient way.

Security

Protect your corporate expertise in accordance with the most modern security standards.

Usability

Administer, store and share data, without IT expertise and without experts help, from any browser and any end-device.

Integration

Via the API interface, SmartFile can be integrated with any software and into existing structures. This enables you to have a complete and meaningful visual representation of all your business processes.

Exchange of documents

The exchange of documents takes place in the SmartFile data-spaces. There, files are uploaded and downloaded and you issue the usage rights to your individual employees, customers, partners or suppliers.

For the exchange of documents
you have the following functions available:

Group authorisations:
You can make available to your employees precisely those items of information that they need and are permitted to see. Employees can be subdivided into groups. That way, for instance, the accounting group can be given authorisation to access the wage-calculation file. If one of these team-members leaves the company, that person merely needs to be removed from the group and, if applicable, a new person added to it. The new staff member thereby has exactly the correct authorisation and is ready to start work straightaway.

Authorisation structure used for the data-spaces:

Public data-space

Using a simple link, you can make all publicly-accessible information available in the public data-space. This link is provided by means of PermaLink technology and is kept available for as long as you would like to obtain the authorisation to use it. Accordingly, you can also integrate this into your homepage on a lasting basis, as a link. Here is an example:

Guests data-spaces

The guests data-space is located at the first level of security, Here you make information or data available that are permitted to be seen only by a specified group of individuals. As well as the data-space link, these people also need a password to get into the data-space. Once there, they are solely authorised to download files, not to upload any. Each license includes an unlimited quantity of data-spaces.

Company data-space

These data-spaces can be viewed solely by those users who are set up in the system and authenticated. This is where you issue individual usage rights to particular employees, customers, suppliers and partners, enabling them to process and share data and you also determine your workflow.

High-security data-space

You can permit selected users to have access to high-security data-areas by directly adding them into the high-security area. However, these trusted individuals require a valid, 2-factor authentication code, one that is coupled with the system. Without your corresponding endorsement to do so,absolutely NOBODY has access to these files or an opportunity to see them – administrators do not, operators of the computing centre do not, and neither do we at SmartFile.

unlimited filesize

You can upload files of unlimited size simply by drag & drop to SmartFile. Images, videos and Acrobat documents, which can not be sent by mail, are no problem for SmartFile.

any file format

Regardless of the file formats that you work with, whether PDF, docx, jpg, eps, avi, mp4, pcm, bmp, flac, etc. – using SmartFile, you can upload and save all your documents easily.

Business Storage

Invoices, contracts and other documents that need to be presented: perhaps you do not require this material for your everyday work but nevertheless it needs to be archived readily to hand, and it makes certain demands on storage capacity as years pass by. As well as the files from the daily business, the storage of such a data quantity in situ can not only cause significant energy costs but also demands regular maintenance work.

With SmartFile Business Storage, you decide where which data is stored away. Sovereignty over your data remains firmly in your hand but you do not need to administer that data yourself. The precise scalability makes your storage operations more efficient and means that the costs can be planned.

For Business Storage
you have the following functions available:

Scalability

Thanks to SmartFile´s scalability, your company can grow as your success grows.
On an ongoing basis, you can increase your data-storage capacity, user licenses or partner licenses or reduce them again. That way, you are not subject to any limits, and with SmartFile you always have control over the costs and the size of your package of services.

SDs (software-defined storage) are currently experiencing a major boost in the market. Not least this is because this storage solution makes almost any functionality conceivable and, in this respect, they are mercilessly taking market share from classic storage appliances. With the SPi, SmartFile is offering you such a solution, connecting the storage unit directly with your company. In 2017 the further development stage of Hybrid Storages is already planned, with innovative approaches..
SmartFile is working at optimum implementation of SDn (Software defined networking); in the next steps to come, provision is also made for the development of SDx.
Experts explain SDx (software-defined anything) as being an instrument for making fundamental connections, one that moves into network topologies of the future that are developing. Expressed differently, SDx can be viewed as an extended arm in the realm of your data and of your data workflows.
The SmartFile app can be offered to you as a public, private or hybrid service.In all three versions, your data is stored on SmartFile, within the EU, observing the most exacting security standards and fully encrypted. SmartFile always guarantees you fully-secured access to your data. However, we also offer you the additional option of determining the exact place of storage of your data.
Public Service: SmartFile is provided to you as a public data-storage service and guarantees compliance with the highest security standards. Your data is stored in the most modern computing-centres of Microsoft Azure in Europe (Frankfurt, Magedeburg, Dublin, Amsterdam).

Private Service: If so wished, SmartFile also enables you to have a private solution. You obtain an exclusive server at Microsoft Azure, one on which only your company’s data is stored. Additionally you determine which computing centre in Europe is going to store your data. You also have the opportunity to use your own URL (e.g. https://data.mycompany.com with the certificate associated with this name, that will by then have been provided).

Hybrid Service: If so wished, SmartFile can also be applied as a hybrid solution. This option requires a company server of one’s own and offers a combination consisting of private service and public service. In this arrangement you have several storage units, which can be stored either in-house or externally. You decide for yourself which data is stored and where.

Archive storage unit

Via the data-space, you decide whether the documents are to be placed for storage in the archive storage unit or on the main storage unit.

The archive storage unit differs from the normal storage unit solely in terms of the storage speed and the availability. These are reduced in the archive storage unit, by a minimal amount, and the guaranteed availability is reduced from 99.9% SLA to 99%. This corresponds to a maximum down-time of 8 hours per month.

Security

At all times, your data is located on SmartFile in a highly secure area. Without you needing to think about it, with SmartFile you fulfil all necessary data-protection requirements and compliance stipulations; you are also protected against hacker attacks and the spread of viruses.

With regard to security
you have the following functions available to you:

SmartFile offers thefunction of maintaining a log without gaps: this is stored for at least 3 months and also cannot be deleted by anyone prior to the designated deletion date (not even by an administrator)..
In the event of suspicion of data misuse, the company can trace precisely what actions a staff member has performed (upload, download, processing, access, login,...) If indeed there has been misuse of data, it can be proved according to this log.
Time Warp is SmartFile´s ´time-travelling model´ and serves the purpose ofgap-free retrieval of data.
SmartFile has developed a system in whichback-ups are made second-by-second. Using Time Warp, and without changing the current system status, you can travel into the past at any time. You can have the drive shown to you as it was at any point in time; accordingly, you canretrieve and secure old,written-over files or mistakenly deleted documents.
SmartFile employs thehighest level of encryption standards that can be implemented in browser applications.
The SmartFile app operates via anSSL encryption; it was checked by the independent Qualsys SSL Labs and awarded thetop-mark, Grade A.
The app’s architecture ensures that it is not possible, at any step in the process, for unencrypted file contents to be written onto permanent storage-units.

For each individual file that you upload onto SmartFile, a256-bit random key (AES256 CBC) is generated and there is no master key that unencrypts everything. So you do not thereby give up sovereignty over your data!

For all administrative activities and in high-security data-spaces, it is an absolute requirement to use 2-factor authentication.
2-factor authentication is carried out by means of amobile dispatch of a tan onto an additional end-device, such as a smartphone or a security token. This mobile tan changes itself automatically at one-minute intervals; as a result, it also cannot be read by another individual and used at a later point in time.
Even if an unauthorised individual obtains an administrator’s password, that person cannot cause any harm with it unless that individual also has the administrator´s smartphone or security token.
You can order the security token on our website.
At SmartFile, the security of your data is at the forefront of what we do. That is why there was aconscious decision not to use automatic file sync. This is because in offline mode this security can no longer be guaranteed.
If it were possible to run your data at the server, the danger of spread of a virus would exist and all your data could be infected. An automatic synchronisation, as is used by DropBox, for example, only appears to be practical at first glance: this is because with just one single infected item on your network file, you transfer the virus onto all other files, thereby also destroying your own back-up on DropBox. In addition, you also thereby very easily lose the overview that you have had with regard to authorisations.
If you upload an infected file onto SmartFile, that file will not function but thevirus cannot spread and yourbackup remains secured.
Using SmartFile chief executives can exclude administrators from particularly sensitive data-spaces. The administrator cannot gain any access to these files. As a result, strictly confidential documents can indeed only be extracted by the company´s management.
SmartFile works together with the leading Azure computing centres, in Frankfurt, Magdeburg, Dublin and Amsterdam. Your data is thereby located in geographically secure Europe and is subject to theEuropean data-protection rules.

First ISO 27018 certification anywhere in the world!
With its ISO 27018 certification, SmartFile is an absolute front-runner in data-protection. In terms of content, the ISO 27018 builds upon the already-existing security standards, such as the ISO 27001 and ISO 27002. These define general information on principles of security. However, ISO 27018 places an additional point of emphasis, primarily on the processing of data relating to individual people. Through the extensive requirement to provide notification, information, transparency, and proof, ISO 27018 also serves as a purposeful certification with regard to Europe´s expected General Data Protection Regulation (GDPR).

SmartFile works with Microsoft Azure as a partner for computing centres.
As global market leader, Azure offerssystem-failure security by means of maximum automation and system monitoring. If system updates are being installed on one server or that server undergoes a failure, in the interim period and without interruption, the service is switched over onto other server systems. Your data is therefore available at all times with anSLA of 99.9%.

All data is always located, usingtriple redundancy, in storage racks at separate locations. Each Microsoft computing centre has a sister computing centre allocated to it, one that takes over operation if a problem emerges. With your private cloud solution, this even enables you to protect yourself against localised misfortunes and environmental disasters.

Usability

It’s flexible, simple and independent – these are the reasons why SmartFile can be put into service for each user straightaway and is easy to operate.

With regard to usability
you have the following functions available to you:

3-click system

The innovative 3-click system explains the easy operation of SmartFile. Using SmartFile, all tasks can be carried out by using no more than 3 clicks.
You’re welcome to keep count!

You can design your SmartFile app individually, for instance by adapting it to your corporate design. Each individual data-space can be designed using yourown colours or pictures or also your customers logos.

Use this to express your creativity, reinforce your own brand, generate trust and show your customers your appreciation of them!

Independent of any given operating system

SmartFile can be used on any operating system (IOS, Windows, Linux). in any web-browser and on any end-device (tablet, smartphone, PC, laptop).

Without restrictions, SmartFile supportsany file format in any size. If anupload is cut-off due to an interrupted internet connection, when the connection is re-established that uploadcan be continued at the same place, without needing to be started anew.

Interface

SmartFile can be integrated into any software (be it application-user software, administration software, or back-end software). For linking-up individual third-party systems, two paths to encryption are made available: REST API and .NET DLL.

Integration

Via the API interface, SmartFile is able to be integrated into any software and into existing structures. This enables you to have a complete and meaningful visual representation of all your business processes. Of course, you can also integrate SmartFile solely in sub-areas of activity or in individual departments, so as to improve the workflow. SmartFile offers you every possibility to develop additional apps or to set up visual representation of interfaces to third-party software.

For the purpose of integration
the following possibilities are available to you:

Starting from its most fundamental elements, SmartFile was conceived of for operation in cloud systems and was implemented with the most up-to-date methods and frameworks. This implies that SmartFile itself is a single-page application (SPA), based upon Angular.JS. In the background the app has recourse to asynchronous http requests, in order both to load user interfaces and data and also to present them as an application, with the aid of JavaScript and HTML5. It is against this background that two paths are provided for the linking-up of individual third-party systems: REST API and .NET DLL.
All functions that the web app uses are reachable as documented http end-points. These interfaces correspond to the de-facto standard REST. The data format is JSON. The documentation is produced by Swagger. Explore the interfaces by using your browser’s F12 tool!
The REST API can already be used but it must be pointed out that there will be changes in relation to the details of the interfaces in the next feature releases. Accordingly, we are currently working on an API that is secure in terms of which version is involved, and are optimising the nomenclatures so as to attain standardisation across the app as a whole.
For software developments based on Microsoft technologies, use of REST API is possible, of course, but for the most part it is not efficient. That is why we are making available a library of interfaces, as a dll file, functioning as a wrapper. This libary enables the user to work with .net items, instead of the JSON format. In addition, general workflows are encapsulated in a user-friendly way, such as authentication methods or treatments used in exceptional cases.
We are making the auto-uploader tool available for our customers, as an example application, including the documented source-code.
In Q1/2017 the .NET DLL will be publicly available as a beta version.

Design your life smart!