01
Controlled outbound exchange
Send approved documents to named external recipients without opening a public link.
Recipient locked
Enterprise document management with a controlled exchange layer
Keep the master record. Control every handoff.
Your DMS can manage drafting, approval and retention. My MX Data protects the moment an enterprise document leaves or enters that environment with named access, encryption, expiry controls and an audit trail.
Named recipients
Time-bound access
Exchange evidence
Controlled document exchangeProtection active
Source recordApproved contract in DMS
Named recipientExternal legal counsel
Access windowExpires after review
Exchange policyRestricted external handoff
Named accessRecipient MFAPublic links off
Prepared 09:42
Delivered 09:44
Opened 09:51
Enterprise document control at the boundaryKeep the repository. Strengthen the movement.
Named deliveryGive access to identified recipients rather than copied links.
Secure intakeCollect external documents through a branded upload route.
Activity evidenceRecord important delivery, access and download events.
No size limitMove complete evidence packs, media and technical data.
From uncontrolled copies to governed exchange
The repository is only as strong as the way documents leave it.
Email attachments and open links break the connection between the approved master record and the person receiving it. MX creates a controlled handoff without claiming to replace your document management system.
Ordinary external sharingControl lost
Contract final FINAL 2Forwarded attachment
Policy evidence packPublic link still active
Supplier review archiveRecipient unknown
No reliable exchange record
Exchange through MXControlled handoff
Master services agreementNamed counsel, expiry set, opened on record
DeliveredInformation handling policyRestricted audience, recipient MFA applied
ProtectedSupplier evidence packLarge-file transfer, access trail retained
TrackedBoard decision bundleCustom branded portal, named recipients only
ControlledA focused enterprise exchange model
Five controls around the document handoff.
MX adds discipline to the movement around your DMS while leaving authoring, internal libraries and long-term records management in the systems designed for them.
02
Secure document intake
Give clients and suppliers a protected route for submitting sensitive files.
Branded portal
03
Time-bound availability
Apply expiry and access rules according to the purpose of the handoff.
Exposure reduced
04
Large-file movement
Transfer complete board packs, media, datasets and technical archives without a file size limit.
No splitting
05
Searchable exchange evidence
Review who received, accessed or downloaded a document and when the event occurred.
Audit visibility
Transfer history without uncertainty
Know when the approved document left, arrived and was opened.
The master record remains in your DMS. MX records the external handoff, giving document owners an evidence trail that is separate from internal version history.
Board strategy packPrepared
SourceApproved DMS record
RecipientNamed board adviser
AccessMFA and expiry set
READY
TO SEND
TO SEND
Board strategy packDelivered
Delivered09:44:18
AccountIdentity verified
StatusAwaiting access
DELIVERED
RECORDED
RECORDED
Board strategy packOpened
Opened09:51:07
DownloadAuthorised once
EvidenceAudit event retained
OPENED
ON RECORD
ON RECORD
1 exchange record found in 0.8 seconds
Find the handoff, not another inbox thread
Search the exchange record around the document.
Use recipient, file, date and activity details to investigate how a sensitive document moved outside the organisation without pretending MX is the long-term archive.
Transfer-focused searchLocate an exchange using file, recipient and event context.
Recipient evidenceReview which named account received and accessed the document.
Activity chronologyUnderstand important events without rebuilding the story from email.
One exchange model, different document realities
Built around the teams that send sensitive records beyond the enterprise.
Departments keep their own systems of record while MX provides a consistent, branded and auditable external handoff.
Send agreements, disclosure packs, due diligence records and signed documents to named counterparties.
01Collect restricted forms and deliver sensitive employee documents privately.
02Exchange audit packs, forecasts and confidential evidence with external reviewers.
03Move complete project archives, technical data and handover records without splitting large files.
04Share control evidence with a traceable recipient record.
05Protect strategic packs and decision materials.
06Quantum secure patented methodology
Security designed for the document movement your DMS does not control.
MX combines AES-256 with ASR, its Anonymise, Shard and Restore methodology, to protect files during controlled exchange. It is not described as quantum encryption or as impossible to compromise.
- Identity first: files are assigned to named recipients with optional multi-factor authentication.
- Protected movement: ASR adds a patented handling layer alongside established encryption.
- No public links: access does not depend on possession of an unrestricted URL.
- Evidence retained: audit events help teams review the external handoff.
Compliance wording matters: MX helps facilitate and support compliance. It does not make an enterprise compliant by itself.
ASRAnonymise Shard Restore
AnonymiseReduce identifying context before movement.
ShardSeparate protected data into independent pieces.
RestoreRebuild only for the approved endpoint.
See the controlled handoff
Watch MX connect enterprise document governance with secure external exchange.
See how named access, protected transfer and activity evidence can sit beside your existing document management platform without becoming another permanent repository.
Essential reads
Practical guidance for stronger document governance.
Explore practical decisions behind controlled exchange, audit trails and workable governance.
Featured guide · Auditability
Building a File Audit Trail: Why It’s Crucial for Modern Compliance
Knowing that a file was sent is rarely enough. A credible audit trail should show who accessed it, what happened next and which details remain available months later.
Read the guide
Leadership · Infrastructure
What CTOs Need to Know About Secure File Infrastructure
File exchange often grows through exceptions, workarounds and whatever tool was quickest at the time. CTOs need to know where control ends once information leaves the network.
Read the guide Governance · ProcessHow to Build a Data-Governance Strategy Around File Sharing
A governance policy can look sound on paper while files still move through personal inboxes and open links. The useful test is whether people can follow the rules under pressure.
Read the guideEnterprise document management, clarified
Questions from document owners.
Clear answers on how MX complements a DMS, protects external handoffs and supports evidence around document exchange.
01. What role does MX play in enterprise document management?
MX controls the point where a governed document enters or leaves the organisation. Your DMS remains the source of truth; MX moves the approved document to a named external recipient without ordinary attachments or public links.
The exchange can include recipient authentication, expiry controls, protected transfer, activity evidence and a branded intake portal. MX therefore complements a DMS rather than replacing it. Explore the NCSC cloud security principles and the wider secure enterprise file-sharing model.
02. Does MX replace SharePoint, a DMS or long-term document storage?
No. Keep working libraries, version histories, collaborative authoring and long-term retention in the system selected for document ownership and lifecycle management.
MX manages the boundary: sending to named recipients, receiving sensitive submissions, limiting access and recording the handoff separately from the master copy. Compare cloud file sharing for business with secure file sending.
03. How does MX protect documents shared outside the organisation?
MX combines named-recipient access, encryption and traceable activity. Multi-factor authentication adds an identity check, while expiry and permission settings limit availability and recipient actions.
AES-256 protects data during the exchange, while ASR - Anonymise, Shard and Restore - adds a separate handling layer. Access and download events can be retained for review. Read the ICO's encryption guidance or explore MX large-file sharing.
04. Can different departments use MX with their existing document workflows?
Yes. Legal, finance, HR and project teams can keep their chosen internal systems. MX becomes the consistent route when sensitive documents move beyond them.
Teams can exchange agreements, audit evidence, restricted forms and handover records without adopting one filing structure. White labelling keeps the recipient experience consistent. See the secure upload portal for incoming workflows and enterprise file sharing for outbound use.
05. How does MX support compliance and audit readiness?
MX supports compliance practices through named recipients, expiry, permissions, protected transfer and activity records that show how a document moved.
It does not guarantee compliance. Lawful processing, retention, behaviour and configuration remain the organisation's responsibility. Review the ICO's accountability guidance, plus MX information on the UK Data Protection Act and GDPR.
Keep the document system. Strengthen the exchange.
Give every external handoff a record of its own.
Use MX beside your enterprise document management platform to send and receive sensitive files with named access, expiry controls and traceable activity.