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HK govt tech lab launches secure document sharing system

While COVID-19 continues to disrupt the world’s economies, Hong Kong’s Smart Government Innovation Lab has sustained its release of solutions develops by its various incubatees.

Recently, another one of its supported firms has developed a solution that is now ready to be acquired by other firms, government agencies and academic institutions.

Solution description

The first solution is called OceanX Share which is a secure document sharing system which can help users keep data confidential, avoid the loss of data and compliance with regulations, such as the Personal Data (Privacy) Ordinance and GDPR.

Companies sharing documents through email are being threaded by data leakage. Email is transmitted through the internet, captured, and scanned by various third parties. Email information can be stolen by hackers and companies may lose credibility, facing fines and other legal consequences.

OceanX Share controls access to shared documents with password control, view/print/download control, the expiry date of the shared documents and control how many times a shared document can be accessed.

It has Share History which allows users to know when and how a shared document is being accessed. Documents are stored in a secure link; users can send the link instead of the whole document to others by email.

Application Areas

The solution can be applied in the areas of Broadcasting, City Management, Climate and Weather, Commerce and Industry, Development, Education, Employment and Labour, Environment, Finance, Food, Health, Housing, Infrastructure, Law and Security, Population, Recreation and Culture, Social Welfare, Transport as well as team collaboration.

Technologies Used

The solution uses Cloud Computing and Mobile Technologies.

Use case

Use Cases of OceanX Share include:

  1. Directly Share Files from OceanX ECM: Share, edit and collaborate documents in one single interface.
  2. Share Documents by Email through Outlook: Tightly integrated with Microsoft Outlook, documents can be shared as a secure link and send out directly from Outlook.
  3. Responsive Web Interface: OceanX Share is responsive web-based interface fits for all devices. You can easily manage your documents in one single responsive interface.
  4. Securely share documents and collaborate with your customers or partners from your mobile phone or tablet.
  5. Meet Compliance: According to governance policies, access control and audit trails must be retained in the system. OceanX Share provides access control and audit trails which helps you to meet compliance. Matter data on shared documents can be export to another system for records. (e.g. ERP, SAP, ERKS etc)
  6. Access Control: Different levels of staff can have different levels of access control for the shared documents.
  7. Audit Trail: Provides a detailed record that lists every edit and access record of the shared documents.

About the Smart Government Innovation Lab

In 2018, the Government established the Smart Government Innovation Lab to explore hi-tech products such as AI and relevant technologies, including machine learning, big data analytics, cognitive systems and intelligent agent, as well as blockchain and robotics from firms, especially local start-ups.

The Lab is always on the lookout for innovation and technology (I&T) solutions that are conducive to enhancing public services or their operational effectiveness.

I&T suppliers are encouraged to regularly visit the Lab’s website to check on the current business and operational needs in public service delivery and propose innovative solutions or product suggestions to address them.

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