Summary

A family office wanted to transition its extensive physical document library into a digital solution, providing access to family members and designating which family members would have access to different data within the tool. The overall goal was to eliminate the risk of documents being exposed physically and protect this data and documents for years to come while providing easy access to all designated family members. The challenge they faced was that while setting up the tooling and loading documents, users, for a moment, saw autofilling passwords in the driver’s license field. This was caused by browser technology auto filling the saved password into the driver’s license field.

The Challenge

Simplifying a transition from physical documents to an online storage solution that incorporates modern security standards as best practices while allowing ease of use for numerous users, protecting each identity, and managing data segregation by access control without creating a oneoff solution. Trusting that a solution would meet all their security needs while not creating a oneoff solution that would significantly increase yearly spending, adding unsustainable administrative costs.

The Solution

Develop and implement a policy and procedure for loading documents, accessing, and viewing such records. Policies and procedures include what goes into the tool, provisioning and removing access, data maintenance, segregation, quality control, and regularly scheduled reviews.

• Designate fulltime owner of the platform/tool
• Segregation between legal documents vs legacy documents
• Example – Life insurance policies vs company documents
• A data retention policy created and deployed
  
  

The Result

• Policy development and consulting allowed internal resources to create a data retention policy that worked not only for the family office but also for the leadership and family to use as a guide.
• Implementing a fulltime administrator focuses on longterm data protection, security administration, and sustainability.
• Yearly contract review and renewal allow changes and improvements in terms, conditions, and additional capabilities while adjusting costs and potential savings.
• Yearly views of technology capabilities and understanding of tool advancements
• Accountability towards new tool advancements and how those advancements are communicated and implemented toward the user base
• Developing cadence with penetration testing and understanding outcomes and how that impacts the overall tool strategy and protections
• Implementing scheduled tool advancements
  • Physical multifactor
  • Additional encryption methods
    
    

Why Gabriel Defense

• Confidence in the capabilities, technology solutions, and experience to scale positive improvements in clients’ security posture
• Ability to quickly deploy solutions that make sense for each client, leveraging lessons learned from years of deploying tools and solutions that protect a client’s environment.
• Extensive tool experience and partner networks allow for flexibility in offering.