End-to-end encryption, immutable storage, policy-enforced retention, flexible governance, audit logging, compliance with global regulations (e.g., GDPR, HIPAA, SEC 17a-4, NAIC, etc.), and seamless integration with Office 365 and Teams.
Specialized hardware and software solutions that maintain sensitive legal and compliance documents with appropriate security, retention, and destruction protocols.
More Secure Document Storage Systems
More Compliance and Legal ...
|
Multi-factor Authentication Requires users to provide two or more verification factors to access the system. |
Microsoft Purview supports multi-factor authentication via Azure Active Directory. | |
|
Role-based Access Control Allows differentiated access based on job functions or levels of authorization. |
Role-based access control is natively supported through Azure AD and Purview custom roles. | |
|
Data Encryption (At Rest) Encrypts documents while stored in the system. |
Data encryption at rest provided by Microsoft, including customer-managed keys. | |
|
Data Encryption (In Transit) Encrypts documents as they are sent across networks. |
Data in transit is encrypted with TLS; Microsoft explicitly states this in compliance documentation. | |
|
Single Sign-On (SSO) Permits users to log in with a single set of credentials via integrations with SSO platforms. |
Single Sign-On supported through Azure Active Directory SSO integrations. | |
|
IP Whitelisting/Blacklisting Restricts access based on allowed or disallowed IP addresses or ranges. |
IP whitelisting and conditional access policies are available via Azure security capabilities. | |
|
Automatic Session Timeout Terminates inactive user sessions after a specified period. |
No information available | |
|
Granular Permission Settings Allows specific permissions (view, edit, delete, share) to be assigned at a document or folder level. |
Granular permission settings available at folder and document levels using Microsoft 365 groups and roles. | |
|
User Activity Logging Automatically records all document access and interaction for audit purposes. |
User activity logging is extensive, supporting audit and security requirements. | |
|
Admin Controls Enables administrators to monitor and manage user accounts, roles, and privileges centrally. |
Admin controls are available in the Microsoft Purview and 365 admin centers. | |
|
Configurable Password Policies Enforces password complexity, expiration, and reuse limitations. |
Configurable password policies are supported via Azure AD security policies. | |
|
Audit Trail Immutability Ensures logs and audit trails cannot be altered or deleted. |
Audit logs are immutable in Microsoft Purview, supporting compliance with regulations like SEC 17a-4. | |
|
Device Authentication Enforces that only authorized devices can access the system. |
Device authentication is supported through Conditional Access and Intune integration. | |
|
Geo-fencing Limits document access to approved geographic locations. |
Geo-fencing and access by location are implemented using Conditional Access policies. |
|
Full-Text Search Supports searching of content within documents for keywords or phrases. |
Full-text search is a core feature in Microsoft 365 (SharePoint Online, OneDrive, Exchange, Teams). | |
|
Metadata Tagging Enables attaching custom tags or metadata to aid in classification and retrieval. |
Metadata tagging is supported for classification, retention, and discovery. | |
|
Document Version Control Maintains multiple versions of a document with history and rollback functionality. |
Document version control is built into SharePoint and OneDrive, components managed by Purview. | |
|
Automatic File Organization Automatically files documents into correct folders/categories based on rules or AI. |
Automatic file organization is available through retention and labeling policies. | |
|
Bulk Import & Export Allows large amounts of documents to be imported/exported simultaneously. |
Bulk import/export available via Microsoft 365 admin tooling, Graph API, and migration tools. | |
|
Optical Character Recognition (OCR) Extracts and indexes text from scanned or image-based documents. |
OCR is supported for indexing scanned documents in SharePoint/OneDrive. | |
|
Custom Folder Structures Supports user-defined hierarchies and folder structures. |
Custom folder structures can be defined within SharePoint and OneDrive libraries. | |
|
Bookmarking/Quick Access Allows commonly used or critical documents to be bookmarked for fast retrieval. |
Bookmarking and quick access available through OneDrive and SharePoint features. | |
|
Advanced Filtering Options Filter documents by date, type, metadata, tags, and more. |
Advanced filtering is offered in Purview and throughout Microsoft 365 apps. | |
|
Check-in/Check-out Control Manages document edits by allowing only one active editor at a time. |
Check-in/check-out control is supported via SharePoint document libraries. | |
|
Duplicate Detection & Cleanup Identifies and manages duplicate files/documents within the system. |
Duplicate detection is provided by organizational and eDiscovery tools. | |
|
Document Linking/Referencing Enables connecting related documents for easier navigation. |
Document linking/referencing is facilitated through SharePoint and Teams. | |
|
Retention Labeling Applies automated retention periods based on document type. |
Retention labeling is a primary feature in Purview Information Protection. | |
|
Document Previews Generates inline previews without downloading documents. |
Inline previews for common document types are available in the web UI. | |
|
Batch Processing Permits actions or changes on groups of documents simultaneously. |
Batch processing for retention and policies is available (PowerShell, Purview policies, Graph API). |
|
Automated Retention Schedules Automates setting and enforcing document retention periods. |
Automated retention schedules are core to Microsoft Purview Records Management. | |
|
Legal Hold Management Prevents documents from deletion or alteration during ongoing investigations or litigation. |
Legal hold management is supported, preventing deletion during investigations. | |
|
Regulatory Compliance Templates Prebuilt policy templates aligned with regulations (e.g., GDPR, HIPAA, SEC, NAIC). |
Regulatory compliance templates are provided for regulations like GDPR, HIPAA, SEC, NAIC. | |
|
Comprehensive Audit Trails Produces detailed, timestamped logs for all access, changes, and destruction actions. |
Comprehensive audit trails and activity reporting are available for regulatory compliance. | |
|
Certificate of Destruction Generates official documentation certifying permanent document deletion. |
Certificates of destruction are generated for permanently deleted files via compliance center. | |
|
Automated Policy Updates System updates compliance requirements as regulatory landscape changes. |
Automated policy updates are delivered as regulations/standards evolve via Microsoft 365 compliance updates. | |
|
Retention Exception Handling Handles exceptions to normal retention policies (e.g., litigation holds, early deletion). |
Retention exceptions such as litigation holds or custom workflows are supported. | |
|
Destruction Approval Workflow Requires secondary or multi-person authorization to delete regulated documents. |
Destruction approval workflows can be configured within Purview. | |
|
Policy Enforcement Reporting Reports on policy enforcement, violations, and exceptions for internal/external audit. |
Policy enforcement reporting available in compliance reporting dashboards. | |
|
Policy Customization Allows creation of user-defined compliance and retention policies. |
Users may define custom retention/compliance policies in Purview. | |
|
Event-based Retention Triggers Retention/destruction is triggered by predefined business events (policy maturity, claim settlement, etc). |
Event-based retention triggers (e.g., policy expiration, claim closure) are part of workflow automation. | |
|
External Regulatory Feed Integration Connects system to regulatory feeds for real-time compliance updates. |
External regulatory feeds are integrated for monitoring compliance regulation changes. |
|
API Access Provides a documented API for programmatic interaction with the system. |
API access is provided via Microsoft Graph and Purview-specific endpoints. | |
|
Native Integration with Insurance Platforms Out-of-the-box support for top insurance and legal compliance solutions (e.g., Guidewire, Duck Creek). |
Native integrations with Microsoft Office 365, Teams, and legal/compliance solutions. | |
|
Batch Import/Export Connectors Supports bulk data exchange between systems using ETL tools or file transfer. |
Batch import/export connectors are available through migration manager, PowerShell, and Graph. | |
|
Single Sign-On Integration Seamless authentication with enterprise identity management providers. |
Single sign-on integration via Azure AD and federated identity providers. | |
|
Document Synchronization Ability to sync documents with external cloud storage (e.g., SharePoint, OneDrive, Box). |
Document synchronization with OneDrive, SharePoint, and third-party via connectors. | |
|
Email Integration Allows storage and retrieval of documents via email messages. |
Email integration for archival and storage through Exchange Online and connectors. | |
|
Customizable Webhooks Sends event notifications to external systems based on actions or triggers. |
Customizable webhooks supported through Microsoft Graph and Power Automate. | |
|
Legacy System Support Supports data migration from old or legacy document management platforms. |
Legacy system migration support is provided by Microsoft's FastTrack, Migration Manager and partners. | |
|
E-signature Integration Built-in or integrated electronic signing for compliance documents. |
Electronic signature solutions (e.g., DocuSign, Adobe Sign) integrate directly. | |
|
Mobile App Integration Ensures robust interoperability with iOS and Android mobile platforms. |
Mobile app integration available via Android/iOS apps for Office, OneDrive, Teams. |
|
Maximum Storage Capacity The total volume of data the system can manage without degradation. |
No information available | |
|
Maximum Concurrent Users Number of users who can simultaneously access the platform. |
No information available | |
|
Average Document Retrieval Speed Median time for a user to retrieve a typical document. |
No information available | |
|
Storage Redundancy Utilizes redundant storage for high-availability and disaster recovery. |
Geo-redundant storage and backup for high availability (Azure/OneDrive/SharePoint). | |
|
Elastic Scalability System can automatically scale storage and compute to handle workload spikes. |
Elastic scalability is inherent in Azure/Microsoft 365 cloud architecture. | |
|
Disaster Recovery RPO Maximum tolerable data loss measured as Recovery Point Objective. |
No information available | |
|
Disaster Recovery RTO Maximum tolerable recovery time after disaster (Recovery Time Objective). |
No information available | |
|
System Uptime Guarantee Guaranteed percentage of time the system is operational and available. |
No information available | |
|
Data Center Geographic Diversity Stores data across multiple physical regions to mitigate risk. |
Data is stored in multiple Azure geographies for compliance and resiliency. | |
|
Auto-Archiving Automatically transfers older or infrequently accessed documents to lower-cost storage tiers. |
Auto-archiving is available with retention and file lifecycle policies. |
|
Customizable User Dashboard Users can tailor dashboard views and features based on roles and preferences. |
Customizable user dashboards via Microsoft 365 Home and SharePoint dashboards. | |
|
Accessibility Compliance System meets accessibility standards (e.g., WCAG, Section 508). |
Accessibility features meet WCAG and Section 508 (stated in Microsoft accessibility compliance documentation). | |
|
Mobile Responsiveness Platform is usable on a variety of mobile devices/browsers. |
Mobile responsiveness is standard in all Microsoft web apps (Office, Purview, SharePoint, Teams). | |
|
Drag-and-Drop Uploads Users can easily upload and organize documents using drag-and-drop functionality. |
Drag-and-drop uploads are available in all Microsoft web and desktop applications. | |
|
Multi-Language Support Provides system UI options in multiple languages. |
Multi-language support offered for all major world languages. | |
|
In-product Guided Help Contextual assistance and tooltips provided within the application. |
In-product guided help and contextual assistance are standard. | |
|
Customizable Notifications Users can configure types and methods of system notifications. |
Users can configure notification preferences throughout Microsoft 365. | |
|
Advanced Search Suggestions Intelligent prompts to speed document search/discovery. |
Advanced/intelligent suggestions for search are part of Microsoft Search and Purview. | |
|
Offline Document Access Documents or folders can be temporarily accessed offline. |
Offline document access is available via OneDrive sync client and Office mobile apps. | |
|
Bulk Action Tools Perform bulk edits, deletions, moves, or tagging efficiently. |
Bulk actions are standard for document management (PowerShell, web UI). |
|
Real-time Audit Logging Instant capture of user actions with timestamp and geolocation (if available). |
Real-time audit logging is supported in Microsoft 365 and Purview. | |
|
Automated Anomaly Detection System monitors for unusual or potentially unauthorized access patterns. |
Automated anomaly detection is available through Microsoft Defender integration. | |
|
Customizable Compliance Reports Polished, exportable reports tailored for auditors or regulators. |
Customizable/exportable compliance reports are available in the compliance portal. | |
|
Exportable Access Logs Full user and document logs exportable in common data formats. |
Exportable access logs available in various formats (CSV, JSON) for compliance and audit. | |
|
Automated Scheduled Reports System can generate and send recurring reports on document status/compliance. |
Scheduled/recurring compliance and activity reports are possible through compliance center and Power Automate. | |
|
Event Notification System Alerts admins to key events such as failed logins, policy violations, or large deletions. |
Event notification system built-in for key events (access denied, deletion, compliance violations, etc). | |
|
Tamper-Proof Audit Trail Immutability and timestamping ensure audit integrity. |
Tamper-proof audit trails provided as part of immutable logging and eDiscovery. | |
|
Custom Dashboard Widgets Admin dashboards support custom reporting modules/widgets. |
Custom dashboard widgets available via SharePoint and dashboard customization. | |
|
Integration with SIEM Tools Connects directly with security information and event management systems. |
Integration with SIEM tools (Microsoft Sentinel, Splunk, etc.) is available. |
|
Automated Deletion Scheduling Enables pre-set calendar or rules-based automatic deletion of expired documents. |
Automated deletion scheduling (with rules or retention labels) is native to Purview Records Management. | |
|
Secure Erasure Process Overwrites files securely so they are unrecoverable. |
Secure erasure is supported to NIST and global standards for data destruction. | |
|
Manual Override Capabilities Authorizes certain users to bypass normal destruction timelines when justified. |
Manual override possible via admin tools and PowerShell in justified circumstances. | |
|
Destruction Workflow Approval Requires supervisor approval before destruction of high-risk or protected records. |
Multi-level/supervisor approval workflows are configurable for record/document destruction. | |
|
Destruction Receipt Generation System documents and acknowledges every completed deletion process. |
Receipts and confirmations generated automatically for all compliant deletion actions. | |
|
Partial Deletion Support Permits selective removal of specific document elements (e.g., pages). |
Partial deletion (i.e., specific pages/data) supported via redaction and Microsoft 365 features. | |
|
Destruction Exception Alerts Alert administrators if a deletion process fails or is delayed. |
Destruction exception alerts are available for processes that fail/delay; surfaced in compliance admin. | |
|
Automated Legal Hold Release Automatically allows deletion once a legal hold is removed. |
Automated legal hold release is available in the compliance policy workflow. | |
|
Retention Clock Support Manages multiple retention start points (creation, signature, claim close, etc.). |
Retention start/stop clocks can be set based on various triggers (creation, modification, closure, etc). |
|
Cloud Deployment Option Supports deployment on leading public/private cloud providers. |
Cloud deployment on Azure and Microsoft 365 is default for Purview. | |
|
On-Premises Deployment Option Installable and supported on customer-owned infrastructure. |
On-premises deployment available via Microsoft Purview Data Estate and Azure Stack. | |
|
Hybrid Deployment Support Blends cloud and on-premises resources as needed. |
Hybrid deployments (cloud & on-premises) supported via Microsoft hybrid architecture. | |
|
Data Residency Configuration Ability to select/document where data is physically stored. |
Admins can select/document data location to address regulatory/data sovereignty requirements. | |
|
Dedicated Appliance Option Hardware appliance optimized for document security and performance. |
Dedicated appliance support available via Microsoft Azure Stack appliance and certified partners. | |
|
Virtual Appliance Option Supports deployment as a VM in virtualized environments. |
Virtual appliance deployments possible using Hyper-V, VMware or Azure virtual machines. | |
|
Clustered Storage Nodes Allows scale-out by adding additional hardware nodes. |
Clustered storage nodes supported via Azure Storage scale-out infrastructure. |
|
24/7 Technical Support Round-the-clock support via phone, email, or chat. |
24/7 technical support included in enterprise support agreements for Microsoft 365 & Purview. | |
|
Guaranteed Response Times (SLA) Timeframe for vendor response to critical incidents. |
No information available | |
|
Regular Security Patch Updates Automated or manual application of security updates at set intervals. |
Microsoft provides regular automated and manual patching according to 365 policies. | |
|
On-site Consulting/Training Availability of certified trainers or consultants for staff enablement. |
On-site and remote consulting/training available via Microsoft or partners. | |
|
Migration Assistance Support for securely migrating existing documents from legacy systems. |
Migration assistance available through FastTrack, Microsoft Consulting, and partners. | |
|
Dedicated Account Manager Direct vendor contact for escalations or account-specific issues. |
Assigned account managers provided for enterprise customers. | |
|
Comprehensive User Documentation Detailed manuals and help resources for users and administrators. |
Microsoft provides extensive user and admin documentation. | |
|
Multi-channel Communication Support via multiple channels (phone, chat, email, online portal). |
Multi-channel support: phone, chat, email, support portal. |
|
Automated Backups Scheduled backups to geographically separate locations. |
Automated backups provided to multiple Azure regions for business continuity. | |
|
Backup Frequency How often the system creates backups of stored data. |
No information available | |
|
Instant Failover Capabilities Automatic system failover to standby resources during failure. |
Failover and HA capabilities are built-in for enterprise subscriptions. | |
|
Periodic DR Drills Scheduled disaster recovery tests to ensure plan effectiveness. |
Microsoft regularly conducts and documents DR drills. | |
|
Ransomware Protection Features Capabilities to detect, prevent, and recover from ransomware attacks. |
Advanced ransomware detection, recovery, and backup features are built-in. | |
|
Immutable Backup Storage Backups that cannot be altered or deleted within retention period. |
Immutable backup storage is available to protect against tampering or ransomware. | |
|
Geographically Distributed DR Sites Uses multiple offsite locations for disaster recovery. |
Azure/Microsoft 365 services are geographically distributed for DR. | |
|
Continuous Automated Health Checks System monitors itself for immediate detection of faults or outages. |
Automated health checks and monitoring are enabled across Microsoft cloud services. |
This data was generated by an AI system. Please check
with the supplier. More here
While you are talking to them, please let them know that they need to update their entry.