Data Residency - Why it's so important.

Global firms that have offices in multiple regions need to be able to store data in distinct regions for regulatory, customer policy and performance reasons. This means when employees are sharing files or folders through a cloud-based application, they need to be able to keep that file within a specified geographic location, or within their company’s own regional data center.

Any file sharing solution chosen by a global or multinational business must take data residency requirements into consideration.


What is Data Residency?

In terms of what data residency is, (as you’d expect) has the definition about right:

“Data residency is the physical location or locations of an organization's data and the area of storage management involved with issues specific to managing data in those particular locations...”

Data residency is a particular issue that businesses face as they move more and more information into the cloud. The cloud provides flexibility for data storage, file sharing and the use of different SaaS applications, but it presents challenges when it comes to establishing and maintaining data control. It is having clear control over their data that businesses need to be able to prove in order to meet internal and customer requirements, standards and legal obligations, such as the incoming General Data Protection Regulation (GDPR).

Certain regions will have regulations about how and where specific types of data can be stored. “For example, Singapore requires all financial data be physically housed in Singapore.” [1] And, in May 2018, the GDPR comes into effect, which means any firm that controls or handles data on EU citizens will need to be able to identify and report on the occurrence of a data breach.

How can you comply with this kind of regional, national and international regulation if you can’t control where your data sits?


Data Residency when File Sharing

As multinational organizations will invariably have a requirement to manage and control the data residency associated with their files, selecting the right cloud-based sharing platform is essential. Without the ability to specify where data resides, down to the individual level, they can’t prove that data is effectively under control.

Workshare recently released a data residency solution. The solution allows customers to set up multiple data stores under the same domain and assign their users to a particular data store. So, when a user creates a folder, group or deal in Workshare, all files will be uploaded to the user's assigned data store.

The default Workshare storage location is in Dublin, Ireland, but depending their entitlement, Workshare clients can now change this location to one or multiple secure Workshare-approved geographic cloud locations and/or specify their own private or on-premise data storage locations.

If you’d like to know more about Workshare’s data residency capabilities, please contact us.