Security Assured with Project Management Software

Security Assured with Admation

When Defence Force Recruiting (DFR) put out a tender for new agency representation, there were a few stringent requirements. The successful agency needed to have project management software implemented to enhance marketing efficiencies as well as offer secure data storage in Australia. VMLY&R won the account and selected admation as its preferred project management software.

As more brands seek tighter security to protect their online data, we thought it was timely to take you through a quick Q&A of the strict measures we take to ensure admation is a highly secure project management tool.

Admation Security Q&A

Hosting and Security

Where is admation hosted?
Admation is hosted in a secure dedicated rack at a Tier 3 Data Centre in Australia. The only access to the data centre is via Photo ID and biometric fingerprint security with 24/7 security.

Does admation have a backup site?
Yes. Our Disaster Recovery Site is in a separate location and on a separate power grid. Additionally, we take database snapshots every 4 hours as extra backup. Files are replicated to the Disaster Recovery Site upon upload.

Is the data encrypted?
Yes. Data is encrypted in transit (SSL) and at rest.

Does admation support SSO?
Yes. We can configure Single Sign On to work with different protocols such as SAML 2.0 and OAuth2.


Files and Data Security

What size files and types can users upload to admation?
The only file size limitation is a browser imposed 2GB file limit. Users can upload any file type - we automatically create thumbnail previews for most file types.

If a client terminates admation, can they get their files and metadata back?
Yes. We can extract data and files. This is typically provided as a download link for all files which is named with a unique ID. This unique ID maps the file to the metadata.

Is admation protected from viruses?
All files are scanned after upload in a “safe zone” before being committed to the system. We use Clam Antivirus protection software.

Password Security

Can users share login access to admation?
No. The login is the user’s email address and therefore needs to be unique.

Are passwords secure?
Yes. Passwords are encrypted and cannot be seen by anybody, including our Support Team. If a user forgets their password, they are required to reset the password.

How does the system respond to failed login attempts?
For security purposes, it disables an account for 60 minutes after 4 failed login attempts.


Role-Based Security

Does admation have role-based security?
Yes. When Administrators create user accounts they set the role of the user which will determine the level of access and functions available to the user.

Does admation provide third party security?
For brands using external agencies to manage their marketing projects, admation provides a secure link for content to be approved.

Automatic Audit Trail of Work

Does admation provide an audit trail that logs activity?
Yes. The system automatically logs uploads, feedback, approvals and rejections in a dedicated audit trail tab.

Does admation track who has downloaded assets?
Yes. Each time an asset is downloaded, it is recorded with a User, Date and Time Stamp with an IP Address. All downloads for an asset can be viewed in the Download History Tab. This information can be provided as a monthly extract or upon demand.


Security Policies

Is an information security policy document endorsed by senior management and distributed to all staff?
Yes, we have an Information Security Policy document that is kept up-to-date and shared with all staff as updates occur and when new employees are inducted.

How about a privacy policy?
Yes. Our privacy policy can be accessed here.

Benefits of admation’s secure project management software
Check out some of the benefits of admation’s security capabilities:

• Meeting security requirements in highly regulated industries (such as DFR)
• The ability to track and monitor user activity via automatic audit trail of work
• Role-based access enables management to control access to certain levels and features
• Secure storage for data and brand assets
• Better marketing compliance
• Anti-virus software protects marketing projects from corruption
• Third-party security enables users to keep external approvals secure
• The assurance that no data will be lost when you use admation

If you’re interested to see admation in action, be sure to Book a Demo to see all of its other great features such a project, approval workflow, resource and digital asset management.

Discover our guide to understanding agency project management software