Sharing, Collaborating, and Storing Sensitive Content
Communications Internally and With Third Parties
Local governments handle sensitive and confidential data daily, including financial information, legal documents, and personally identifiable information (PII). Therefore, they must ensure that their file and email data communications are secure and compliant. However, there are several challenges that local governments face when it comes to securing their data. As a starting point, they need to ensure that their data is protected against cyber threats, including hacking, viruses, and phishing. Second, they must comply with various regulations, such as HIPAA, FERPA, PCI DSS, and CJIS, among others, to ensure that citizen information is kept confidential.
The Kiteworks Private Content Network helps local governments secure their file and email data communications and ensure they are compliant with data privacy regulations and cybersecurity standards. Kiteworks uses a content-defined zero-trust approach whereby risk and compliance managers establish policies to centrally track and control access to sensitive content. This includes who can view and edit content, who can send and share content, and to where it can be sent or shared. Kiteworks also continuously monitors sensitive content communications and employs a layered security approach that dramatically reduces vulnerability risk.
Collaborating on City Planning Documents
Local government agencies often need to collaborate on city planning documents, such as zoning maps, transportation plans, or environmental impact reports, with other agencies or external partners securely. Kiteworks enables the safe and efficient sharing of sensitive city planning data through secure file sharing, managed file transfer, and secure email, ensuring data confidentiality and compliance with relevant regulations. Features like encryption, access controls, and version control enable efficient and secure collaboration, even for large datasets or complex planning documents.
Sharing Public Records
Local government agencies often need to transfer public records, such as property deeds, tax documents, or court filings, to external partners or citizens securely. The Kiteworks Private Content Network ensures the safe and efficient exchange of sensitive public records, ensuring data confidentiality and compliance with relevant government regulations. Because Kiteworks’ platform is enveloped in a hardened virtual appliance, files are shared and transferred securely. Additional security capabilities like double encryption, an embedded firewall and WAF, AI-enabled anomaly detection, and strict governance tracking and controls ensure the data is secure from malicious cyberattacks and only those who are authorized to view, edit, send, share, and receive the information do so.
Collaborating on Social Services Programs
Local governments offer various social services programs, such as housing assistance, healthcare, and education, that must be secured and are governed by various compliance regulations. Kiteworks enables agencies to collaborate on program development and implementation while ensuring the security of sensitive information, such as PII and program evaluations. Kiteworks unifies file sharing, email, automated file transfer, web forms, and other communication channels into one platform from which risk and compliance managers can employ zero-trust policy management to track and control who can view content, who can edit it, who can share it, to whom it can be sent or shared, and where it is sent or shared.
Sharing and Transferring Confidential Data With CJIS
Local governments often need to share and transfer confidential data in compliance with the Criminal Justice Information Services (CJIS) Security Policy, which sets strict guidelines for handling sensitive criminal justice information. Kiteworks’ secure file sharing, managed file transfer, and secure email enable local governments to meet these stringent requirements while ensuring the confidentiality and integrity of sensitive data. By incorporating advanced encryption, access controls, and audit logging capabilities, Kiteworks facilitates secure and compliant data transfers in line with CJIS regulations. This robust solution allows local governments to maintain the highest level of security and trust when handling critical criminal justice information, fostering a safer and more efficient justice system.
Managing Local Emergency Management Information
Local governments often need to share emergency management information, such as disaster response plans, resource allocations, or communication strategies, securely with internal and external partners. Kiteworks enables them to send this confidential information through encrypted email and secure file sharing, ensuring safe and efficient sharing of sensitive emergency management data. Because Kiteworks employs comprehensive security capabilities, such as a hardened virtual appliance and governance tracking and control, local governments have confidence that their emergency management information will remain secure and only viewed, shared, and edited by those authorized to do so.
Sharing Budget and Financial Data
Local governments manage budgets and financial data, which may include sensitive information about revenue sources, expenditures, and financial forecasts. Not all this information is meant for broad consumption, and appropriate tracking and controls must be in place to ensure only those who need access see it. In addition to providing this capability, the Kiteworks Private Content Network enables local governments to track, control, and report on who edits the data, with whom it can be sent and shared, and where it can be sent and shared. Kiteworks audit trails make it easy for risk and management managers to ensure adherence logs help maintain the confidentiality and integrity of budget and financial data, facilitating transparency and effective financial management.
Managing Public Safety Data
Local governments are responsible for managing public safety data, such as crime statistics, emergency response plans, and law enforcement records—including those in compliance with Criminal Justice Information Services (CJIS). Kiteworks enables the safe storage, sharing, and analysis of public safety data, ensuring data confidentiality and compliance with relevant regulations. Features like encryption, access controls, and audit logging capabilities help maintain the integrity of public safety data and support effective collaboration between public safety agencies and other stakeholders.
Sharing Infrastructure Project Management
Local governments often need to share infrastructure project information, such as construction plans, permits, and inspection reports, securely with internal and external third parties and partners. Kiteworks enables the safe and efficient sharing of sensitive infrastructure project data, ensuring data confidentiality and compliance with relevant regulations. As some of the files shared and sent are quite large, Kiteworks is a great fit, as it handles up to 16 terabytes of data per send or share. The information is kept secure via the Kiteworks hardened virtual appliance that employs layers of security, AI-enabled anomaly detection, advanced threat detection, double encryption, an embedded firewall and WAF, and more.
Exchanging Legal Documentation
Local governments often need to exchange legal documents, such as contracts, ordinances, and court filings, with other agencies, external partners, or citizens securely. Kiteworks unifies different communication channels—including email, file sharing, managed file transfer, and web forms—into one platform that enables centralized tracking, controls, and security. Local governments can establish zero-trust content policies that control content access, editing, shares, and sends. Robust security capabilities like advanced threat detection, an embedded firewall and WAF, antivirus, double encryption, and security layer dramatically reduce vulnerability exploits and impact severity. This enables local governments to manage the exposure risk for their legal communications and the associated files connected to those.
Sharing Large Files Such as Architectural Plans or Maps
Local governments often need to share large files, such as architectural plans or maps, with ease and confidence. By utilizing advanced encryption, access controls, and transfer acceleration features, Kiteworks ensures the confidentiality and integrity of sensitive data while facilitating efficient collaboration. Its user-friendly interface allows for seamless integration with existing government tools, streamlining the sharing process and enhancing productivity. Further, Kiteworks’ audit logging capabilities provide local governments with the necessary oversight to maintain compliance with relevant regulations, fostering trust and transparency in the management of critical infrastructure projects and city planning initiatives.
Sending Official Notices and Updates Through Encrypted Email
Local governments are responsible for disseminating official notices and updates to various stakeholders, including citizens, businesses, and other agencies. To maintain data privacy and comply with regulations, it is crucial to use encrypted email communication for these sensitive exchanges. Kiteworks’ secure email capabilities, including the Kiteworks Email Protection Gateway, enable local governments to send out official communications seamlessly and securely. Because the Kiteworks Email Protection Gateway supports the encryption standards of both the sender and recipient, this ensures that the recipients of encrypted email communications from local governments have no problems opening the email and the attached files.
Frequently Asked Questions
The challenge in this case is to ensure that files are not intercepted, stolen, or corrupted during transit, while also maintaining strict access controls. The Kiteworks Private Content Network enables secure file transfer with robust encryption, granular permissions, and detailed audit trails. It also allows for the integration of existing systems, ensuring that data remains consistent and up to date.
The challenge in this case is to prevent email overload that can lead to missed messages, errors, and lost productivity. With the Kiteworks Private Content Network, organizations can receive and send large attachments without the need for email storage quotas. The platform also enables email users to search, find, and share files easily and securely, regardless of their size or type.
The challenge in this case is to provide secure remote access to sensitive data, without exposing it to unauthorized users or devices. The Kiteworks Private Content Network offers secure access from any device and location with multi-factor authentication and access control policies. It also enables users to securely edit, view, print, and share files without ever downloading them to their local devices.
The challenge in this case is to provide different stakeholders with different levels of access and control over documents, while maintaining overall data governance and compliance. The Kiteworks Private Content Network enables organizations to create groups with different levels of access to files and folders within a unified system. It also allows for the execution of custom workflows to streamline the distribution of documents.
The challenge in this case is to eliminate the need for manual reviews and approvals of legal documents, which can be time-consuming and error-prone. The Kiteworks Private Content Network offers a collaborative platform for the review and approval of contracts, NDAs, and other legal documents. It enables users to annotate, comment, and approve documents in real time, streamlining the process and ensuring compliance.