Since 2018, the French Office for Immigration and Integration (OFII) has used NetExplorer to secure and streamline the management of its sensitive data. By centralizing the sharing of files related to the reception, support, and tracking of immigration procedures in France, NetExplorer has replaced insecure email exchanges. This choice ensures enhanced data protection and more efficient collaboration between various stakeholders.
Challenge #1: Securing sensitive data sharing to ensure traceability
Securing sensitive data: an absolute priority
OFII handles highly confidential files, including asylum applications and medical reports. To ensure the protection of this data, the organization chose NetExplorer, a platform that offers advanced encryption and secure access to shared documents.
Through strict protection measures, such as access control and real-time activity tracking, NetExplorer allows OFII to secure its exchanges with partners and external service providers.
An HDS-certified solution for health data
With its integrated medical department, OFII must meet strict standards for health data protection. NetExplorer is HDS (Health Data Hosting) certified across all six required levels, ensuring rigorous and secure management of medical documents. This certification guarantees that data is stored, processed, and accessed according to the most demanding standards imposed by health authorities, thereby strengthening trust and compliance in OFII's processes.
Sovereign hosting in compliance with regulations
OFII was drawn to NetExplorer’s expertise, which guarantees 100% French hosting that complies with requirements for storing sensitive data. Hosted on servers located in France and protected from extraterritorial regulations like the Cloud Act, OFII’s data remains under its exclusive control. This sovereignty ensures not only the confidentiality of information but also its compliance with French and European regulations.
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Challenge #2: Rigorous access rights management for secure collaboration
Fluid and secure sharing of sensitive files
In 2024, NetExplorer enabled the secure transmission of over 3,000 sensitive files between OFII’s various sites and its partners.
The platform ensures document encryption both in transit and at rest, preventing any interception or alteration of data. Thanks to advanced sharing options, such as automatic link expiration or single-use downloads, OFII ensures that strategic information remains accessible only to authorized recipients, thereby reducing the risk of leaks.
Precise control of permissions to limit risks
With over 4,000 accounts created and 2,000 active users spread across 30 sites in France, OFII must manage a significant volume of confidential data exchanges.
Thanks to NetExplorer, each employee has access only to the information essential to their duties. Fine-grained access rights management helps limit the risk of accidental data exposure by assigning granular permissions based on user roles and responsibilities.
Activity tracking for enhanced traceability
To ensure total control over document usage, NetExplorer includes an advanced activity tracking system. Every action—viewing, editing, downloading—is recorded and timestamped, providing complete traceability of exchanges. This transparency strengthens data governance and allows the OFII to detect any anomalies or unauthorized access attempts, ensuring proactive security that meets regulatory requirements.
How does the OFII use NetExplorer for document management?
Online editing and co-editing for optimized file tracking
The OFII uses NetExplorer’s collaborative suite to allow its agents to edit and co-edit Word, Excel, and PowerPoint documents online. Real-time modification prevents version proliferation and simplifies updating administrative files. This fluidity improves team responsiveness and ensures information is always up to date and accessible from the organization's 30 sites.
Collaboration invitations: controlled access for partners
The OFII works with numerous partners and external service providers, requiring occasional access to documents. With NetExplorer, collaboration invitations allow for granting specific, temporary rights to precise folders. This granular access management strengthens the confidentiality of exchanges and ensures that each contributor has access only to the information necessary for their mission.
Upload links: simplified and secure document collection
The OFII needs to collect supporting documents from its partners and users. Thanks to NetExplorer upload links, these files can be sent directly to a secure folder without requiring a user account. This system prevents information loss, centralizes files in a secure space, and ensures transfers comply with data protection requirements.
Secure sharing of sensitive files
NetExplorer replaces insecure email exchanges with file sharing via protected links. Each link can be configured with restrictions such as automatic expiration, single-use downloads, or passwords, ensuring that only authorized individuals can access the documents. Thanks to data encryption, the OFII secures the transmission of sensitive information and strengthens the compliance of its exchanges.
Document management tailored to the OFII's needs
Team collaboration
- Creation, editing, co-editing: real-time collaboration to streamline teamwork.
- Real-time notifications: instant alerts to track changes.
- Content search: quick search to easily find information.
Secure sharing
- File & folder sharing: secure sharing of files and folders between departments.
- File reception: simplified collection of external documents via upload links.
- Collaboration invitation: simplified access management.
Access and traceability
- Access rights & auditing: precise access control to protect sensitive data.
- Monitoring and detailed view: complete download traceability to enhance security.
- Expiration date: time-limited document access for increased security.
Online storage
- Private space: secure private areas for sensitive data.
- Rights management: role-based access control for better oversight.
- Auto-purge system: automatic deletion of obsolete files.
