ARE YOUR SENSITIVE LETTERS TRULY PROTECTED?

Are your sensitive letters truly protected?

A letter marked "Confidential" in red on the envelope. And yet, once opened, it travels like any other document: photocopied, forwarded, filed away in a shared folder.

Galaxy Conseils • Banking & financial institutions sector

Aïcha is preparing the biggest project of her career: Société Alpha wants to acquire a competing company. Nothing is signed yet, and everything depends on discretion. To finance the deal, Aïcha writes to her bank's General Manager. On the envelope, she writes in red: "Confidential."

At the bank, the letter arrives at the mail room with dozens of others. It's opened, photocopied "for tracking purposes," then dropped in a tray. One copy goes to the commitments department, another to legal. The document is scanned into a shared folder that many staff members can open.

No one at the bank meant any harm to Aïcha. But no one can say who read that letter, or how many copies exist. And Aïcha now wonders whether she can still trust her bank with her projects.

One sensitive letter, a thousand chances to leak

For a bank, whose business rests on trust and discretion, a single leak can cost a client, a reputation, or even a sanction.

Protecting it from the moment it arrives

A sensitive letter must be protected the moment it comes through the door: identified as confidential, accessible only to the people concerned, and tracked at every consultation. Protection shouldn't depend on everyone's good will, but on rules applied automatically.

The same letter, with M-Files

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When the General Manager wants to bring the commitments director into the review, he grants access to the document directly in M-Files. No photocopy, no forwarded email: access is granted to one specific person, and it's logged.

Aïcha's project stays confidential right up to signing. The financing is approved, the acquisition goes through. And Aïcha now knows she can trust her bank with her most sensitive projects.

Why M-Files is different

In a typical shared folder, rights are attached to the folder: simply moving or copying a file is enough for it to escape all protection. In M-Files, rights follow the document itself, based on its metadata. A letter marked "restricted confidentiality" stays protected wherever it's viewed.

The activity log records every view, every edit and every change of rights. The bank can then demonstrate, during an audit or an incident, that its sensitive letters were handled according to its own rules.

These rules are configured to match your organization: confidentiality levels, departments concerned, retention periods. And they apply the same way in the office, remotely, or on mobile.