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Protection tied to the document itself

Protection that starts with the document itself

Placing files behind a password or inside a cloud folder is not enough. Mstnd ties protection to the document itself, from data encryption and separating each organization's environment to fine-grained permissions, confidentiality levels, verification, secure sharing, and audit trails.

Protection layers persist while a document is uploaded, edited, approved, signed, shared, and archived, so your organization knows who can access it, what action they are allowed to take, and what happened to the document at every stage.

Request a demoTalk to our team about your security requirements
Explore compliance and data protection
EncryptionData separationIdentityPermissionsConfidentiality levelSecure sharingAudit trail

How does Mstnd protect an organization's documents?

Mstnd protects documents by encrypting data in transit and at rest, separating each organization's data, controlling access by role, department, folder, document, and confidentiality level, enabling additional verification for sensitive operations, governing external sharing, adding watermarks, and logging views, downloads, edits, shares, signatures, and version management. AI capabilities, from smart classification to search and the Sanad agent, operate within the same permissions and the same audit trail.

The problem

Encryption alone does not prevent human error

Files may be encrypted on the server, yet a document still leaks because an employee reached a folder that was not theirs, a share link stayed open, or a copy was downloaded and re-sent. Real protection requires tuning several layers together:

Content

Protecting the file and its data.

Identity

Confirming who is trying to access or perform the action.

Permission

Defining what the user can do with the document.

Context

Knowing the confidentiality level, the document owner, and its purpose.

Channel

Protecting sharing and sending with internal and external parties.

Log

Documenting every important action for later reference.

Traditional file management
  • Blanket permission over an entire folder
  • Sending a copy as an attachment that is hard to control
  • Confidentiality is just a name or a color
  • No visibility into what happened after the copy was sent
  • Multiple copies with no clear source
  • The employee sees more than they need
Protection inside Mstnd
  • Permissions by role, department, folder, and document
  • Sharing or official sending with defined permissions and access duration
  • The confidentiality level changes access, download, and sharing rules
  • A log tied to the document records access, action, and outcome
  • Watermark, versions, and a traceable approved copy
  • The least amount of permissions based on responsibility and need
Lifecycle

Protection is part of the document lifecycle

01

At creation or upload

The document enters the organization's space and is stored with its metadata, owner, classification, and location within the organizational structure, instead of becoming an anonymous file inside a shared folder.

02

At classification and organization

Folder, department, and confidentiality-level rules are applied. Smart analysis can read the content and suggest a classification or confidentiality level according to the organization's rules.

03

At viewing and editing

Permissions define who can view, edit, download, print, or create a new version, and changes are tied to the user, the time, and the document.

04

At approval and signing

The document moves between authorized people within a clear flow, with the option to apply additional verification when needed and to log the approval or signature outcome.

05

At sharing or sending

The document is shared from within Mstnd with defined permissions, and access duration, action, or download can be restricted, with verification and outcome tied to the document's log.

06

At archiving or restoration

The document, its versions, its data, and its log remain within an organized lifecycle, and it can be restored or rolled back to a previous version according to permissions and the organization's policies.

Encryption and data separation

Data encryption and separating organizations' environments

Encryption in transit

Data is protected as it moves between the user's device and Mstnd's services using encrypted connections.

Encryption at rest

Documents and data are protected when stored, following the encryption mechanisms and architecture adopted in the system.

Separating customer data

Each organization's data is separated from others at the permission and logical-architecture level, so that a user from one organization cannot reach another organization's documents.

Identity and access

Access starts with the user's identity

Every action is tied to a known user within the organization or an external party verified by the specified method. Protection does not rely on merely knowing the document's link. The access and verification gateway supports methods such as:

  • Email and password.
  • One-time passcode (OTP).
  • Single sign-on (SSO) to connect with the organization's identity provider.
  • Verification via Nafath in signing, approval, or sharing actions.
  • Session management and ending a user's access when they are deactivated.
User identityRoleDepartmentPermissionAccess to the document

Revoking access

Deactivating a user, changing their role, or removing them from the department is reflected in their current permissions, and external share links can be revoked or ended.

Permissions

Fine-grained permissions, not blanket folder access

The access decision does not rely on a single factor; it combines the system's elements together:

The user's role.The department or organizational unit.The workspace or repository.The folder.The document itself.The confidentiality level.The document's status.The requested action.The document's owner or the person responsible for it.

The authorized administrator can precisely define the available actions, such as:

ViewEditDownloadPrintShareSend the documentCreate a new versionChange metadataChange the confidentiality levelApproveSignDeleteRestore

The least amount of permissions

The user gets the minimum needed to perform their task, not broad precautionary access, tied to the organizational structure and roles.

A practical example

A sales employee sees the approved contract template and uses it to create a customer contract, without being able to edit the master template or download other customers' contracts. The legal department reviews the clause and edits the version, while the finance department approves only the financial terms according to the workflow and permissions.

Confidentiality levels

The confidentiality level changes how a document is handled

The confidentiality level is not shown merely as a tag or a color; it can be tied to operational rules such as who can view, download, and print, whether it can be shared outside the organization, whether additional verification, a watermark, or an approval is required before sharing, and the access duration when shared.

PublicRestrictedConfidentialTop secret

Smart classification of the confidentiality level

The classification agent Ameen analyzes the document's content and data to detect sensitive indicators such as:

Identity data.Financial information.Personal data.Health information.Sensitive contractual terms.Account or salary numbers.Words or patterns defined by the organization.

Based on this, the classification agent Ameen suggests a confidentiality level or applies it according to the organization's rules and the approved review path, while the decision remains reviewable and editable by the authorized user.

Read contentDetect sensitive indicatorsSuggest confidentialityApply rulesAuthorized-user review
External sharing

Do not send a copy and lose control of it

Instead of relying on an open attachment that can be downloaded and re-sent, sharing from within Mstnd lets you apply controls to the document itself:

  • Specify the recipient.
  • Specify the access validity period.
  • Specify the allowed action.
  • Allow or prevent downloading.
  • Allow or prevent printing.
  • Enable a one-time passcode (OTP).
  • Verify via Nafath when needed.
  • Add a watermark.
  • Revoke the link or access.
  • Log views, downloads, and actions.
  • Save the signature or approval outcome inside the document's log.

Official sending from the organization's channels

Correspondence or document links can be sent from the organization's official email depending on the setup, and the document stays tied to its reference inside Mstnd, with the action and outcome returning to its log instead of the process ending once the email is sent.

Document inside MstndOfficial sendingVerify the recipientPerform the actionLog the outcome
Watermarks

Watermarks and copy tracking

A dynamic watermark can be added to the document according to the organization's settings, and it may include:

The confidentiality level.The user's or recipient's name.The date and time.The document number.Text defined by the organization.Available tracking information.

The goal is to reduce recirculation of copies and to help identify the source of a copy if it is leaked or shared in an unauthorized manner.

Auditing and versions

Audit trail and version management

Mstnd logs the important actions tied to a document, such as:

ViewDownloadEditCreate a new versionChange permissionsChange the confidentiality levelShareApproveSignDelete and restore

This is tied to version management, so the authorized user knows:

  • All versions of the document.
  • Who created each version.
  • The edit date.
  • The current version.
  • The approved version.
  • The changes that were made.
  • The ability to roll back to a previous version according to permissions.
  • Confirming that actions were performed according to permissions.
  • Reviewing access to sensitive documents.
  • Tracing the source of a copy or an external share.
  • Explaining the difference between two versions.
  • Identifying the current and approved copy.
  • Providing organized evidence during a review or internal investigation.
Security practices

Security is a continuous practice, not a single feature

01

Prevent and reduce risks

02

Monitor and detect

03

Respond and remediate

04

Review and improve

The principle of least privilege.Separating customer environments and data.Secure management of secrets and keys.Periodic review of permissions.Monitoring security events and logs.Updating components and remediating vulnerabilities.Reviewing code changes before release.Testing backups and restoration.Incident response plans.Business continuity and recovery.Restricting administrative access to the production environment.Logging sensitive administrative operations.
A practical scenario

A contract containing financial and personal data

  1. 1The employee uploads the contract.
  2. 2The system detects that it contains sensitive data.
  3. 3The classification agent Ameen suggests the appropriate confidentiality level.
  4. 4Legal and finance department permissions are applied.
  5. 5Downloading or printing is prevented for unauthorized users.
  6. 6The contract is sent to the signer via a secure link.
  7. 7The signer verifies via the specified method.
  8. 8The view and signing process is logged.
  9. 9The final approved version is saved.
  10. 10The process log remains tied to the document.

Frequently asked questions about document security

How does Mstnd prevent employees from viewing documents that are not theirs?

Access depends on the user's role, their organizational unit, and folder, document, and confidentiality-level permissions. Knowing a document's link does not grant access to it if the user is not authorized, and access can be narrowed to a specific document even inside a shared folder.

Does Mstnd support single sign-on (SSO)?

Yes. SSO lets the organization connect sign-in to its identity provider and manage users according to the supported enterprise setup, alongside other sign-in options such as email and password.

Can downloading or printing a specific document be prevented?

Yes. The authorized administrator can define view, download, print, and share actions based on the document's permission or confidentiality level. Preventing an action inside the system does not prevent taking a screenshot, which is why watermarks and tracking are used to reduce risk.

How does smart classification of the confidentiality level work?

The classification agent Ameen analyzes the document's content and data to detect sensitive indicators, then suggests a confidentiality level or applies the rule the organization has adopted, while the decision remains reviewable and editable by the authorized user.

Can documents be shared securely with external parties?

Yes. A document can be shared via a controlled link with a defined recipient, duration, and allowed action, enabling verification and a watermark and logging the outcome, instead of sending an open copy that is hard to control.

Can you know who opened or downloaded a document?

Yes. Mstnd logs operations such as viewing, downloading, sharing, editing, and signing, and ties them to the user or recipient, the time, and the document.

Is each organization's data separated from other organizations?

Yes. The system applies isolation at the permission and logical-architecture level that prevents a user from accessing another organization's data through the database, storage, and system interfaces.

Can a user's access or a share link be revoked?

Yes. A user's access can be revoked by deactivating them or changing their role and permissions, and a share link can be revoked or ended depending on the share's properties.

How are the Sanad AI agent's permissions governed?

Sanad sees only what the user is allowed to see, shows a summary of any action before carrying it out, runs it after the user confirms with the user's own permissions, and records the operation in the audit log under the user's name with a note that it was carried out by Sanad.

Make document protection part of how your organization works

Do not settle for just storing files. Control who reaches them, what they can do with them, and log every action taken on them.

Request a demoTalk to our team about your security requirements
Learn how Mstnd supports regulatory requirements and data protection.

Complete the picture

Organizational structure and permissionsSecure sharing of documents and foldersAudit trail and version managementElectronic signature and verification via NafathArchiving and lifecycle management
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