Secure document management: blockchain and decentralized cloud

Document management is today a central issue for companies that want to maintain control of their data, ensure regulatory compliance, and at the same time optimize internal processes. With the growing digitalization and the increase in cyberattacks, relying on traditional storage and sharing systems is no longer enough. Innovative solutions like the ones we at Certiblok offer, based on decentralized cloud and blockchain, provide a radically different, secure, and scalable approach.

What is document management and why it is essential

Document management includes the set of processes, technologies, and tools adopted to organize, store, protect, and share company documents in digital format. It is not just about storage, but about complete control over the file lifecycle: from creation to modification, up to legally compliant preservation.

An advanced document management system must ensure:

Security against unauthorized access and ransomware
Traceability of versions and activities
Collaboration between internal and external teams without duplicating copies
Regulatory compliance (GDPR, eIDAS, DORA, EU Regulation 878/2020)

The limits of traditional systems

Many companies use centralized cloud services such as Google Drive or Dropbox. While widespread, these tools present several limitations:

Single point of failure: a compromised data center can block file access.
Vendor lock-in: dependence on the provider with rising costs.
Security risks: exposure to ransomware attacks and data usage by third parties.

In a context where company data represents a strategic asset, these vulnerabilities are increasingly intolerable.

The value of decentralized cloud in document management

Decentralized cloud, the core of the Certiblok platform, eliminates the weaknesses of centralized systems. Each document is split into 80 parts, encrypted with AES-256, and randomly distributed across more than 26,000 nodes worldwide. This means:

No single point of failure
Total data protection through intelligent fragmentation
Business continuity even in case of failures or cyberattacks

Document management in a decentralized environment not only ensures resilience and security but also makes processes more transparent and efficient.

DRM® and Audit Room: the new frontier of document management

Certiblok integrates the DRM® (Document Relationship Management) system, which assigns each file a true “digital identity card.” This contains data about the owner, versions, activity logs, deadlines, and QR codes for sharing, making each document traceable and immutable.

This is complemented by advanced file-sharing management, a crucial aspect of document security. With Certiblok, documents can be shared in two ways: active, which automatically notifies recipients each time a new version is uploaded, avoiding circulation of obsolete copies; and passive, which allows files to be securely received from users outside the platform without size limits. In both modes, end-to-end encryption and native ransomware protection ensure that data is not intercepted or altered, guaranteeing integrity and confidentiality throughout the entire exchange process.

Finally, the Audit Rooms and Edit Rooms allow collaboration without duplicating files, maintaining complete traceability of changes and generating automatic reports for certifications, due diligence, and inspections.

Compliance and competitive advantage

With the entry into force of DORA (Digital Operational Resilience Act) in 2025, European financial companies must adopt resilient document management systems. Decentralized solutions not only enable compliance with regulatory requirements but also transform compliance into a competitive advantage, reducing costs and increasing customer and partner trust.

Document management is no longer a simple storage tool but a strategic pillar for the security, efficiency, and competitiveness of companies. The future belongs to those who will know how to integrate innovative systems like Certiblok, capable of combining security by design, seamless collaboration, and regulatory compliance.

Gianluigi Michelotto
Co Founder Certiblok

Prova Certiblok Gratis

Compila il form qui sotto per richiedere il Piano FREE o il Piano BUSINESS completo per 30 giorni

CERTIBLOK,
LA PIATTAFORMA DRM®
Document Relationship Management,

che rivoluziona il modo di gestire e condividere i documenti, anche quelli più riservati.

Semplifica il lavoro in team, gestisce le scadenze, ti collega con clienti, fornitori, consulenti ed enti ispettivi, garantendo la massima protezione del tuo patrimonio documentale attraverso il cloud decentralizzato e la tecnologia Blockchain.