Enterprise Document Management with Secure Access

Organize, store, and control access to important documents with enterprise document management that prioritizes security. My MX Data uses encrypted storage and comprehensive audit logs to ensure accountability.

From contracts to project archives, our document management environment keeps files accessible to authorized users while safeguarding compliance.

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As trusted by leading automotive brands

Aston Martin
Jaguar Land Rover
Lotus
Polestar
British Institute of Lasers
M0VE
WIWY
Aston Martin
Jaguar Land Rover
Lotus
Polestar
British Institute of Lasers
M0VE
WIWY

How MX Stacks Up Against the Competition

Enterprise document management is about more than storage. My MX Data offers controlled access, encryption, and audit-ready logs so every document stays protected and organized.

It’s strongest in Security & Compliance, File Control, Collaboration, and Document Oversight.

✅Quantum-Resilient Safeguards - MX applies its ASR methodology so documents remain protected through storage and retrieval. ℹ️ What does this mean?ASR (Anonymize, Shard, Restore) splits content into anonymized shards, stores them across secured locations, and restores them only for authorized users, exceeding baseline AES-256 protections.

✅Comprehensive Access Logging - Captures opens, edits, and downloads for clean, audit-ready histories.

✅Built for HIPAA, CCPA & ISO 27001 - Aligns daily document handling with encryption and role-based permissions.

❌WeTransfer does not encrypt data at rest, unsuitable for controlled repositories.

❌Google Drive and Dropbox may need complex policy changes to satisfy enterprise governance.

Security & Compliance

✅Named User-Only Access – Files are handled exclusively by verified individuals within your organization.

✅Data Location Choice – Store documents in the jurisdiction that meets your compliance and policy needs.

🟡Fundamental File Management – Supports upload, download, and transfer history without the bulk of a full-scale DMS.

❌No Live File Sync – Focused on secure, deliberate transfers instead of continuous updates.

File Control

✅Controlled Document Exchange – Share policies, technical documents, and compliance records with encryption and traceable handoffs.

✅Document-Linked Messaging – Keep approvals, queries, and clarifications in the same view as the file for smoother collaboration.

✅Enterprise Branding Options – Reinforce your corporate identity during every interaction with clients and partners.

🟡External Editing Required – Complete edits before files are sent through MX.

Collaboration

✅Unlimited File Size Handling – Share large archives, reports or creative assets without caps. Google Drive stops at 750GB daily, and WeTransfer free accounts are limited to 2GB.

✅Secure Enterprise Intake – Use branded, encrypted portals to collect documents from teams, suppliers or clients. Consumer platforms rarely support this controlled approach.

❌No Long-Term Cloud Retention – MX specializes in secure transfers, not ongoing file storage like Dropbox or OneDrive.

Document Oversight

How MX Helps Enterprises manage Documents

Enterprise document work needs discipline, speed and proof. MX structures encrypted document flows, ties access to named people and keeps a clean audit history. Less chaos, more certainty, clearer control.

HIPAA
Enterprise healthcare systems must juggle vast amounts of data. MX organizes encrypted document flows and records activity in detail, aligning with HIPAA while keeping work manageable.
CCPA
CCPA demands transparency across huge document sets. MX applies access rules and detailed logs, helping enterprises manage consumer data responsibly.
SOX
SOX requires clarity in document management for financial accuracy. MX records every handoff and secures files, giving auditors confidence in enterprise processes.
GLBA
Enterprises under GLBA need confidence when moving high volumes of financial records. MX enforces encryption and tracks access so confidentiality is not compromised.
FISMA
Federal contracts bring FISMA oversight to document management. MX enforces strict permissions and captures every access log to support audits.
FERPA
FERPA obligations stretch across multiple departments in large universities. MX encrypts and controls student documents, keeping compliance consistent.
ITAR
ITAR compliance in enterprise scale projects requires discipline. MX locks down restricted documents with encryption and geo controls, preventing unauthorised exposure.
CJIS
Large agencies must protect CJIS relevant material. MX logs every interaction, restricts access and maintains auditable enterprise level trails.
IRS 1075
IRS 1075 applies equally to enterprise contractors. MX encrypts taxpayer files and creates logs suitable for any audit.
NIST 800-171
NIST 800-171 compliance in document management is made simpler with MX encryption, granular permissions and comprehensive tracking.
Feature Description
🔒
Quantum-Safe Protection for Documents
Documents are protected with MX ASR combined with AES-256. Encryption applies in motion and during handling which gives teams a sturdy basis for enterprise reviews.
👤
Granular Roles & Document Permissions
Limit viewing, forwarding and download to named recipients. Every decision is evidenced with identity, IP and timestamp so ownership is clear.
🛡️
Enterprise Compliance Alignment
Built to support audits across common US and international frameworks like HIPAA, ITAR, ISO and many more. MX combines encryption, policy based access, retention choices and audit ready logs so reviewers get clear proof without heavy admin.
📄
Lifecycle Governance & Retention Windows
Set expiry on shared packages, revoke access instantly and apply least privilege rules. Reduce document sprawl by clearing artefacts after defined windows.
✅
Approvals, Read Confirmations & Notes
Capture signoff, read receipts and short notes against each exchange. Auditors see who approved what and when which shortens reviews.
🌍
Geo Restriction for Sensitive Sets
Constrain access to allowed regions using location aware rules. Useful for ITAR controlled material and regional contracts where locality matters.
👁️
Organisation Wide Activity Ledger
A searchable record of views, downloads and forwards with identity, IP and timestamp. Handy for incident response and scheduled audits.
🔑
SSO & Multi Factor Authentication
Connect your identity provider and require a second factor for access. That combination reduces account takeovers across large user bases.
🚫
No Public File Links
Disable open links that drift outside your perimeter. MX routes document sharing through authenticated sessions and named recipients which cuts exposure risk.

FAQs

1
Technology, Security & Compliance
How does MX differ from traditional enterprise document management systems?

Unlike legacy systems that emphasize long-term storage and collaboration, MX is built around secure, auditable exchange. Sensitive files are delivered to the right people, then retired, so enterprises don’t build huge archives that increase compliance risk.

  • Exchange-First Design: Files are transferred securely, then removed.
  • Audit Trails: Every action is logged for reporting and inspections.
  • Lower Overhead: No massive storage silos to maintain or monitor.

Many enterprises juggle several DMS tools at once. MX cuts through the clutter by reducing liability and streamlining document handoffs. Learn more on our Features page.

How does MX secure sensitive enterprise documents?

MX uses AES 256-bit encryption for every upload and download, then adds protection with its patented ASR (Anonymize, Shard, Restore) process. Files are split into encrypted shards, stored separately, and only reassembled for authorized users. Even if one shard were intercepted, it would be useless. Combined with expiry policies, this approach is far safer than permanent storage.

  • End-to-End Encryption: Strong encryption applied in transit and at rest.
  • Quantum-Secure Protection: Prepared for future threats beyond today’s standards.
  • Expiry Controls: Documents retire automatically, cutting long-term risk.

According to IBM, the global average cost of a breach is now $4.45 million. MX reduces this exposure by ensuring files don’t linger unnecessarily.

Does MX support compliance for enterprise-scale audits?

Yes. MX is designed to support regulatory alignment with frameworks like GDPR, ISO 27001, HIPAA, and CCPA. Every exchange is logged with metadata that can be exported during an audit, giving enterprises a clear evidence trail.

  • GDPR Support: Helps enforce access limits and retention policies.
  • ISO 27001 Readiness: Provides records of controls and security processes.
  • Data Sovereignty: Choose where encrypted shards are stored to meet regulations.

With regulators tightening oversight of enterprise data practices, MX reduces the burden by automating accountability.

Why is MX safer than keeping enterprise documents in permanent storage?

Permanent repositories often leave files accessible long after they’re needed. MX prevents this by keeping files temporary, encrypted, and controlled. Enterprises reduce liability while keeping workflows smooth.

  • Reduced Attack Surface: No long-lived archives waiting for a breach.
  • Controlled Access: Only named, authorized users can retrieve files.
  • Automatic Retirement: Eliminates the risk of forgotten files left exposed.
2
Efficiency & Business Value
How does MX improve enterprise document workflows?

Large organizations often rely on multiple overlapping platforms, which slows things down. MX simplifies this by focusing on controlled, secure exchanges instead of maintaining huge archives. Files move faster, with fewer duplicates and less admin overhead.

  • One Clear Method: Removes the confusion of juggling different platforms.
  • Time Savings: Cuts wasted hours on approvals and version checks.
  • Confidence in Exchange: Teams don’t have to wonder if files are safe to send.

See real-world examples in our Case Studies or explore MX’s role in remote collaboration.

Does MX reduce costs for enterprises?

Yes. By avoiding large-scale document repositories, enterprises cut both storage and compliance expenses. MX follows a lean cost model where companies pay for secure transfer activity, not endless storage. This is especially valuable in industries where budgets are tight or regulations discourage long-term retention.

  • Lower Compliance Burden: Fewer stored files mean simpler audits.
  • Less Infrastructure: No need to maintain on-premise storage systems.
  • Pay-for-Use Model: Value tied directly to active file transfers.

According to The Business Research Company, the secure file transfer market is expected to surpass $3.6 billion by 2029, driven by demand for efficient, compliance-ready solutions.

Can MX scale to meet enterprise-wide adoption?

MX is built for enterprise-level scalability. Whether a company has 200 employees or 20,000, the system supports high-volume transfers without compromising performance or security. This ensures even the largest enterprises won’t outgrow the platform.

  • Unlimited File Sizes: Handles everything from PDFs to engineering files.
  • Tiered Access Controls: Permissions mapped to organizational structures.
  • Global Reach: Supports international teams while honoring local compliance rules.

For more on scaling securely, visit our blog on accelerating file transfers.

What business value does MX bring beyond compliance?

MX doesn’t just help with compliance — it adds real business value. By reducing delays, cutting risks, and ensuring smooth file delivery, enterprises strengthen client relationships and earn greater partner trust. These benefits extend far beyond regulatory checkboxes.

  • Stronger Reputation: Secure practices improve credibility with clients.
  • Operational Agility: Faster file transfers keep projects moving.
  • Client Assurance: Reinforces confidence during sensitive exchanges.

Learn how MX builds business trust in our security features blog or start a Free Trial to see the difference for yourself.

3
Collaboration & Integration
Does MX support collaboration without compromising security?

Yes. MX makes it possible for enterprises to collaborate on sensitive documents without the risks common to cloud editing tools. Instead of open link sharing, only named users gain access. Teams can also use built-in conversations directly within MX, keeping discussions and document transfers aligned in one secure place.

  • MX Conversations: Messaging built into the platform for context-rich collaboration.
  • Controlled Access: Files are only shared with authorized individuals.
  • Audit-Backed Sharing: Every transfer is logged and traceable.

Read more in our blog on secure collaboration or explore the Features page.

Can MX integrate with existing enterprise systems?

Yes. MX provides metadata-driven APIs so enterprises can connect secure file exchange into existing workflows. Finance, healthcare, or engineering teams can embed MX without replacing their core tools, making adoption smoother and less disruptive.

  • Metadata APIs: Extend MX’s traceability into ERP, CRM, and industry-specific systems.
  • Flexible Deployment: Works with both cloud-first and hybrid setups.
  • Audit Synchronization: Export logs into governance or compliance platforms.

See more integration strategies in our article on navigating MX’s advanced features.

Does MX support branding customization for enterprises?

Yes. MX offers white labeling options so enterprises can present a consistent brand identity. Logos, color schemes, and custom domains ensure clients see your brand — not a third-party service — when exchanging sensitive files.

  • Logo & Color Control: Apply your brand’s look and feel to MX portals.
  • Domain Mapping: Use a company-branded domain for exchanges.
  • Client Confidence: Reinforces professionalism at every touchpoint.

Brand customization is explained on our Features page, or you can request details via our Contact form.

How does MX help distributed teams work effectively?

Enterprises with global operations need tools that balance speed, security, and compliance. MX enables fast, encrypted exchanges regardless of location, so international teams stay aligned. With optimized transfer speeds and compliance support, large files move securely without bottlenecks.

  • Global Access: Optimized transfers across regions and time zones.
  • Regulatory Coverage: Supports GDPR, ISO 27001, HIPAA, and US data laws.
  • Cross-Sector Adoption: Used in finance, healthcare, legal, and technology.

According to Varonis, the average enterprise shares files with over 800 domains. MX reduces that sprawl by centralizing sensitive exchanges into a single, auditable system. Learn more in our Blog.

Stay Updated With the Latest in the Industry​

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  • Document Control
    Access rules, audit trails, and encryption help manage document flow, approvals, and usage in compliance-heavy enterprise settings.
  • Audit Controls by User
    Every file interaction is tied to a verified user so you can trace version history and actions during document workflows and reviews.
  • Workflow Automation
    Automate document routing, approvals, and archival using permissions and tagging to reduce manual handling and ensure audit-readiness.
  • Staff-Based Document Rights
    Document visibility is restricted by user identity, supporting departmental confidentiality and document review workflows across enterprise operations.
  • Big File Workflow
    Handle large documents such as contracts or high-res assets with full encryption and logging, without splitting or compressing files.
  • Rapid Document Flow
    Route files through approval chains and review stages faster without sacrificing encryption, access control, or tracking precision.
  • Threaded Approvals
    Start document conversations inside MX and track comments for review and signoff - all in one secure audit-friendly space.
  • Whitelabelled Workflows
    Maintain full control over how document management is presented to clients, with custom file pages and notification templates.
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