Patent Publication Number: US-2022232012-A1

Title: Methods and Systems for Virtual File Storage and Encryption

Description:
This application is a continuation of U.S. application Ser. No. 16/691,464 filed Nov. 21, 2019, which is a continuation of U.S. application Ser. No. 15/548,076, filed Aug. 1, 2017, now U.S. Pat. No. 10,516,674, which is a U.S. National Phase Application of International Application No. PCT/GB2016/050317 filed Feb. 10, 2016, which claims the benefit of UK Patent Application No. GB1502262.7 filed Feb. 11, 2015. 
    
    
     FIELD 
     This invention describes methods and systems for virtual file storage and encryption, and more specifically, cloud storage enabled for document sharing and managing of sensitive information intelligently. 
     BACKGROUND 
     Information technology continues to rapidly evolve to meet new demands and challenges presented. Recently in this field, cloud storage and file management services were made available to individuals and organizations in order to allow users to access and link information from various locations and devices. Typically, users buy or lease storage capacity from a hosting company that is responsible for keeping the data available, secure, accessible, and the physical environment protected and running. The systems implemented and maintained by hosting companies often include several servers (often in different locations and with redundancy) that can be accessed through a co-located cloud computer service, a web service application programming interface or applications, such as, a cloud storage gateway or Web-based content management system. 
     Prior to the implementation of cloud based systems, the storage, transmission and dispersion of data generally included and was limited to the use of removable media for manual sharing, centralized servers on computer networks, e-mailing and/or hyperlinked documents, and the use of distributed peer-to-peer networking. Now with cloud based storage systems, file syncing and sharing services can allow users to create special folders on each of their devices (e.g., computers, mobile devices, tablets, etc.) and the hosting company&#39;s systems can synchronize these folders so that it appears to be the same folder regardless of which device is used to view it, typically through a website or an application. Furthermore, some websites may be secure websites where additional authentication is needed for a user to access the folder/data. 
     Although these systems have improved information management and facilitated the sharing and/or transmission of data, various improvements are desired for the storage and management of sensitive data, for example, for medium and large enterprises, which often handle customer&#39;s confidential information. For example: 
     There is a need to prevent having to save the document file in local designated folders in each of the user&#39;s devices. 
     There is a need for a system that helps prevent the interception, unintended access and misuse of confidential information. 
     There is a need for a cloud based system that allows fast and secure information sharing within an enterprise and with additional authorized parties. 
     In order to overcome the at least the aforementioned limitations in order to improve storage and management of data, improved systems/methods are highly desired. 
     SUMMARY 
     The foregoing needs are met, to a great extent, by the present invention, wherein in one aspect a cloud based file management system for storing and managing documents is disclosed. The cloud based file management system can be configured to allow a user to create and save a document file in a cloud based server. Additionally, the sharing and/or transmission of the document file is done by taking into account user&#39;s information and/or pre-programmed settings for improved security, speed, and reliability. 
     According to some aspects of the disclosure, a method for managing a computer readable document file is disclosed. In particular, the method including: storing and accessing operational information relating to operations and structure of a business enterprise for an access authorization to a computer readable document file; saving the computer readable document file on a digital media storage database forming part of a host&#39;s cloud storage system; determining at least a first access permission level and a second access permission level for the computer readable document file; assigning individuals who have been granted access to the computer readable document file at least one of the first permission level and the second permission level by reference to the operational information; identifying a first type of sensitive information in the computer readable document file; matching the first type of sensitive information in the file with at least one of the at least first access permission level and the second access permission level; encrypting the identified first type of sensitive information; and providing an access key configured to provide access to the individuals assigned with the one of the at least first access permission level and the second access permission level corresponding to the first type of sensitive information; wherein the identifying of the first type of sensitive information in the computer readable document file comprises scanning the computer readable document file for predefined keywords. 
     In additional aspects of the disclosure, a cloud based file management system is disclosed. The cloud based filed management system including an intelligent cloud server including a controller, the controller comprising a computer processor in digital communication with a digital media storage device and wherein the digital media storage device stores software code. In addition, a transmitter can be in logical communication with the intelligent cloud server and also in logical communication with a communication network. The software being executable upon demand and operative with the processor to: store and access operational information relating to operations and structure of a business enterprise for an access authorization to a computer readable document file; save the computer readable document file on a digital media storage database forming part of a host&#39;s cloud storage system; determine at least a first access permission level and a second access permission level for a computer readable document file; assign individuals who have been granted access to the computer readable document file at least one of the first permission level and the second permission level by reference to the operational information; identify a first type of sensitive information in the computer readable document file; match the first type of sensitive information in the file with one of the at least first access permission level and the second access permission level; encrypt the identified first type of sensitive information; and provide an access key configured to provide access to the individuals assigned with the one of the at least first access permission level and the second access permission level corresponding to the first type of sensitive information; wherein the identifying of the first type of sensitive information in the computer readable document file comprises scanning the computer readable document file for pre-defined keywords. 
     In yet additional aspects of the disclosure, a second type of sensitive information in the computer readable document file can be identified. The second type of sensitive information in the computer readable document file can be matched with a permission level not matched for the first type of sensitive information and encrypted. According on the user, a second access key for the encrypted second type of sensitive information to individuals assigned with the matched access level for the second type of sensitive information can be provided. 
     In some embodiments, encrypting includes redacting sensitive information to prevent individuals who have been granted access to the computer readable document file but without the access key from viewing the encrypted portions. For the encryption, a document file may be segmented according to the security levels, the users for which it is intended access to the document file, and/or the information contained. In addition or alternatively, duplication of data that excludes the identified sensitive information into a new document can occur. 
     According to some aspects, the identifying of the first type of sensitive information in the computer readable document file can be done via both a pattern recognition algorithm and keyword identification. 
     According to some aspects, upon provision of an access key and/or access to a document, actions can be recorded and may include but are not limited to one or more of access time and date, duration of document access, device&#39;s internet protocol address, device&#39;s serial number, network location, and user. 
     There has thus been outlined, rather broadly, certain aspects of the invention in order that the detailed description thereof herein may be better understood, and in order that the present contribution to the art may be better appreciated. There are, of course, additional aspects of the invention that will be described below and which will form the subject matter of the claims appended hereto. 
     In this respect, before explaining at least one aspect of the invention in detail, it is to be understood that the invention is not limited in its application to the details of construction and to the arrangements of the components set forth in the following description or illustrated in the drawings. The invention is capable of aspects in addition to those described and of being practiced and carried out in various ways. Also, it is to be understood that the phraseology and terminology employed herein, as well as the abstract, are for the purpose of description and should not be regarded as limiting. 
     As such, those skilled in the art will appreciate that the conception upon which this disclosure is based may readily be utilized as a basis for the designing of other methods and systems for carrying out the several purposes of the invention. It is important, therefore, that the claims be regarded as including such equivalent constructions insofar as they do not depart from the scope of the invention. 
    
    
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
       The foregoing and other features and advantages of the invention will be apparent from the following, more particular description of exemplary embodiments of the invention, as illustrated in the accompanying drawings. 
         FIG. 1  is a schematic diagram showing an enterprise&#39;s exemplary cloud based network in accordance with aspects of the present disclosure; 
         FIG. 2  is a schematic diagram of a processor that may be used to implement some aspects of the present disclosure; 
         FIG. 3  is a flowchart depicting exemplary method steps for the management and encryption of information in accordance with aspects of the present disclosure; 
         FIG. 4  is a flowchart depicting exemplary method steps for the programming of a subscriber&#39;s settings in accordance with aspects of the present disclosure; 
         FIG. 5  is a flowchart depicting exemplary method steps for the providing of access to sensitive information in a document file in accordance with aspects of the present disclosure; 
         FIG. 6  illustrates an exemplary document file containing sensitive information recognized and encrypted according to aspects of the present disclosure. 
     
    
    
     DETAILED DESCRIPTION 
     In the following description of the various embodiments, reference is made to the accompanying drawings, which form a part hereof, and in which is shown by way of illustration various embodiments in which the disclosure may be practiced. It is to be understood that other embodiments may be utilized and structural and functional modifications may be made without departing from the scope and spirit of the present disclosure. 
     Various aspects of the cloud based document storage and management systems and methods disclosed may be illustrated with reference to one or more exemplary embodiments. As used herein, the term “exemplary” means “serving as an example, instance, or illustration,” and should not necessarily be construed as preferred or advantageous over other embodiments disclosed herein. 
     Glossary 
     In this description and claims directed to the disclosed invention, various terms may be used for which the following definitions will apply: 
     “Business enterprise” as referred to herein can include any business and government entity which may be structured and operate by business units and in different locations. Some enterprises can also allow members to work remotely from home. 
     “Intelligent cloud server” as referred to herein can include one or more servers, each and/or together, executing software configured to be used and managed to perform data storage and management tasks described throughout the disclosure. According to some aspects, this operating system essentially can create a managed and scalable storage system implementing multiple independent computing devices which can be allocated and used more efficiently and securely. More specifically, the intelligent cloud server can be used to manage sensitive confidential information by allowing users to view documents containing the confidential information along with information required for an assigned task by censoring what is made available according to predetermined factors and conditions. 
     With the evolution of business structures and the increase of distributed businesses and business groups, it is important for business enterprises to store and manage their information in ways that allow customized access types and protect the unintended use of sensitive confidential information, both without detrimentally affecting or creating significant barriers for its use in confirming everyday practices. For this, depending on its size, a business enterprise may integrate its own network with a cloud service or rely solely on a hosted document storage and management service. Either way, it can be of upmost importance for the host to protect and safely manage sensitive confidential information of the business. However, because a business enterprise often manages information relating to the business, the types of information and its sensitive confidential nature differ greatly from business to business making access and transfer regulation of information difficult for the host. According to aspects of the present disclosure, a host can implement information about the business structure and inputs from an account administrator to securely store and manage a business enterprise&#39;s data. 
     Referring now to  FIG. 1 , a schematic diagram showing an enterprise&#39;s exemplary cloud based network is depicted. In particular, the network showing a typical business structure that can implement aspects of the disclosure to enable collaboration between business groups and/or entities with the secure access and transfer of information. An intelligent cloud data center  100  is managed and maintained by a host. The intelligent cloud data center  100  is preferably a distributed system designed to provide storage redundancy and improve transfer speeds for improved cloud based collaboration. The improved cloud based collaboration resulting at least in part due to the control of information to enable mainstreaming access and transfer of data as needed. For example, in different fields and job functions, an employee may need only non-confidential information found in a document containing confidential data. The company, as it is often required, will impose access restrictions and time consuming procedures for obtaining the document. Most procedures will not allow the uploading of the document to a shared drive because of it and the employee will be stuck on his/her task until the procedure is completed. After it is completed, although risk is minimized, often the employee also obtains access to the additional information he/she did not need for completing the task exposing the company&#39;s confidential information. Generally this information may be customers&#39; bank/financial records, medical records, human resources records, and the such. As further explained in other parts of this disclosure, by filtering and controlling access to the information in the intelligent cloud data center  100  secure access and transfer of information can be streamlined. 
     The intelligent cloud data center  100  can include several integrated or distributed cloud service, cloud infrastructure, cloud storage, and cloud platform elements to enable infrastructure, a platform, software, and/or unified communications as a service. Accordingly, it can be deployed as a private cloud, public cloud, or a hybrid cloud to allow controlled connectivity between identified entities and limited connectivity between unidentified entities. Identified entities may include a server or individual devices in a business enterprises&#39; headquarters  105 , a partner or affiliate&#39; s site  110 , a branch office  115 , a remote work location  120 , and company issued devices  125 . As depicted at A-F, communication between the several identified entities can be set up to be indirect communication that is controlled by the intelligent cloud data center  100 . The intelligent cloud data center  100  thus can control the information differently for each of the entities according to the aspects disclosed. In some embodiments, the information can be further controlled by business group in a particular entity. For example, branch location  115  may be for example an R&amp;D facility that includes research laboratory computers  118 , an accounting and procurement department  116 , and a human resources department  117 . Financial information then can be isolated from isolated from technical data and operational records. For example, selected information may further be internally controlled by an internal network including communication paths C 1  and C 2 . 
     With devices issued by the company but in unknown networks, e.g., wireless devices  125  in a public network or a computer in an employee&#39;s home network  120 , although an entity is identified, additional restrictions to ensure risk of information leakage may be implemented. Unidentified networks may also be in communication. These may be individual customers, for example, ordering a product and/or service from the company, submitting a customer service complaint, etc. 
     Referring now to  FIG. 2  is a schematic diagram of a processor that may be used to implement some aspects of the present disclosure is illustrated. The controller  200  forming part of the intelligent cloud data center (shown in  FIG. 1  at  100 ) can include one or more processors  210 , which may include one or more processor components coupled to a communication device  220 . In some embodiments, a controller  200  can be used to transmit data according to a classification of the data and the identification of the entity receiving and/or sending the information. 
     The processors  210  can be coupled to a communication device configured to communicate via a communication channel. The communication device may be used to electronically communicate with networks and/or individual devices, for example, an internal network. The communication device  220  may also be used to communicate, for example, with one or more controller apparatus or programming/interface device components. 
     The processor  210  is also in communication with a storage device  230 . The storage device  230  may comprise any appropriate information storage device, including combinations of magnetic storage devices, optical storage devices, and/or semiconductor memory devices such as Random Access Memory (RAM) devices and Read Only Memory (ROM) devices. 
     The storage device  230  can store a program  240  for controlling the processor  210 . The processor  210  performs instructions of a software program  240 , and thereby operates in accordance with the present invention. For example, the processor  210  may receive information descriptive of an identified entity, business group, project, keyword settings, pattern recognition settings, and the like. The storage device  230  can also store other pre-determined network security data in one or more databases  250  and  260 . The database may include, for example, communication protocols, parameters and thresholds, keyword settings, pattern recognition settings, and controlling algorithms for the control of information as well as data and/or feedback that can result from their action. In some embodiments, that data may be ultimately communicated to/from an external device. 
     Referring now to  FIG. 3 , a flowchart  300  depicting exemplary method steps for the management and encryption of information in accordance with aspects of the present disclosure is depicted. In particular, it discloses ways how using user specific settings to identify encryption parameters, a document file can be shared while protecting sensitive information in an expedited improved manner. Beginning at step  302 , a user can sign up, activate, and/or access a cloud storage service subscription. According to some aspects, the user may be the account manager, such as an information technology professional, the chief information officer, and the such, working for a business enterprise. 
     At step  304 , the service provider grants access to the user, allowing the user to input preferences and program settings for the subscriber at step  306 . Once the subscription is set up, in some embodiments, at steps  308  and  310 , a file can be created and/or saved on a memory of the cloud storage service provider. By saving the file directly on a database of the service provider, the duplication of information and the need to save it locally first and then upload it for sharing can be eliminated. In addition to expedited sharing, the cloud storage can act as a briefcase such that a person can access the file from several devices and locations according to the programmed settings. The file may be saved directly in the service hosts&#39; system by a) Virtual File System (VFS)—the user would be able to use a VFS to upload data to the cloud. The VFS is a virtual drive mounted on the user&#39;s computer. The VFS would not take up any space on the user&#39;s computer, instead, it would act as a portal between the user&#39;s computer and the cloud storage. The user would place a file into the VFS and the file would begin to upload to the cloud. The VFS can be used for upload and download of data. It allows for secure transfer as it would never store data on the user&#39;s local computer. The VFS can be “un-mounted” meaning all data in the VFS would no longer be accessible. The VFS is mounted in an encrypted state meaning no other software can read the content stored within the VFS, b) use of a small program (“app”) installed within a browser (or other similar document viewer) or running on remote servers that would copy the file directly from the remote server to the cloud storage, bypassing the user&#39;s local system, or c) a program running within the Cloud Storage service that can remotely access the source file (via secure channels like https, ftps, or similar) and transfer the file directly into the Cloud Storage. 
     At step  312 , a pattern matching pre-programmed algorithm can be used to scan the document file and identify sensitive and/or confidential information. Some examples include: personal information, such as a national identification number, national insurance number, U.S. social security number, bank account information, personal names, health history, etc. The pre-programmed algorithms may be set to operate by recognition of number sequences and/or keyword matching. For example: 
     Bank Name . . . [xxxxxxxx] (8 digit routing number) followed by [xxxxxxxxxx] (9 digit account number). 
     [xxx]-[xx]-[xxxx] (3 digit number˜2 digit number˜4 digit number=U.S. social security number). 
     User selected areas—The user would be able to select the areas of a document they would like “sanitized”. Once the user marks a specific area, it will only be visible to people on a pre-defined permissions list; any user not on the list would not be able to see the sanitized information as they would not know if it even existed. All the sanitized information would be encrypted. 
     Keyword Sanitization Algorithm—The user could also use key words to sanitize a document, an algorithm would look for keywords and sanitize a document based on the weight of the words, the user would define words and give them ratings, the algorithm would then scan the document and sanitize any areas with the pre-defined keywords. 
     Mark-Up Syntax Sanitization—Users could also use a mark-up syntax to mark sections of the document. In the example below anything within the “{access}” tags would be sanitized and would only be able to be viewed by the pre-approved viewers. Example: {access=“saheeq.sayed@livedrive.com”,“john.eikenberry@livedrive.com”} This is some top secret information about what our next BIG project is going to be. {access} 
     Keyword and Context Comparison—a source document (or set of documents) could be identified as correctly sanitized, the sanitized passages would compare against the current document and any areas that have the same keywords (and/or context) could be automatically marked to be sanitized following the rules from the source document. 
     Recognition of employee&#39;s first and last names which are recorded in a database. 
     At step  314 , the identified information can be selected and/or categorized according to a corresponding pre-programmed security level. From this, at steps  316 / 318 / 320 , the information may be encrypted depending on its classification and the security level requirements. The encryption of a document may include breaking the document into blocks, duplicating non-classified information, and/or redacting of the information out of a document. Depending on the encryption method implemented, at step  322 , the document may be shared by means of displayed or transferred to an authorized party. If authorized and needed to conform to a security classification, an encryption key may be separately sent out to an user at step  324 . 
     In some embodiments, at step  326 , an action (e.g., transmission or access) relating to highly confidential/sensitive information is recorded to increase control and accountability of the recipients. At step  328 , a summary of the recordings can be provided to an administrator or analyzed, for example, weekly, monthly, daily, quarterly, etc., to establish patterns and detect unusual requests or activity in the organization. 
     Referring now to  FIG. 4 , a flowchart  400  depicting exemplary method steps for the programming of a subscriber&#39;s settings in accordance with aspects of the present disclosure is depicted. In particular, settings for a medium/large size business enterprise engaging in research and/or handling sensitive information. Beginning at step  402 , an administrator for the business enterprise can begin, for example, by initiating a subscription or updating an existing subscription account. At step  404 , a portal can be provided for the administrator to program settings  405  for the subscription as part of an initial set up, maintenance and/or updating. In the event of a new account being set up, for example, at step  405   a , the administrator can enter information about the site locations, number and identifier for approved devices, employee numbers and residence information, type of business, business groups, affiliate parties, and the such. At step  405   b , for a given category a security level, permission level, and/or access level, can be assigned. 
     At step  406 , protocols corresponding to the different types of users can be set up according to the job duties of the users, business groups, and/or assignments. At steps  408  or  410  respectively, selection of pre-programmed classifications or new programing of classifications can take place. At step  412 , the classifications can then be arranged in a manageable unique number of levels of security clearance. Preferably for each of these levels, at step  414 , encryptions requirements are determined and a separate encryption protocol is assigned to the respective levels. 
     At step  416 , information that may be identified according to a preprogrammed sequence and/or keyword matching algorithm can be matched to a security level. A script is then generated, at step  418 , such that when dealing with a particular security level, a set of actions take place for access/transmission authentication. At step  420 , encryption keys that meet legal or business practice security requirements/guidelines are then generated for authorized users to gain access to the information. 
     Referring now to  FIG. 5 , a flowchart  500  depicting exemplary method steps for the providing of access to sensitive information in a document file in accordance with aspects of the present disclosure is depicted. In particular, exemplary protocols for high, medium, and low levels of information confidentiality that could take place according to the preprogrammed settings. Beginning at step  502 , the creation and/or upload of a new document can take place. Once it is on the host&#39;s system, at step  504 , a scan may take place to signal whether the document has any confidential/sensitive information. At step  506 , the confidential information is the classified and stored according to aspects of the disclosure. 
     Once a request is made, at steps  510 ,  515 , or  520 , a request for access or transmission of a document is received by the host&#39;s system. 
     At step  510 , a request for a document that is classified as having high level confidential information is received. At step  510 A, the system will determine whether the request was received by an employee as opposed to a contractor, affiliate, or an unidentified party. Upon verification of active employment, at step  510 B, the system can see if the particular employee belongs to a business group that regularly uses information contained within the document or if the user has a need for it according to a business objective. At steps  510 C and  510 D respectively, the system will check to ensure the information is requested from a secure network and authorized device. At step  510 E, the system can request management authorization for access to the document at the time and from the place requested. Once it is determined that a threshold is met, access and/or an encryption key can be provided to the user at step  530 . If the threshold is not met, access will be denied at step  535 . 
     At step  515 , the request may be for a document that is classified as having medium confidential information. Upon receipt, at steps  515 A,  515 B and  515 C respectively, the system may verify lower threshold requirements, such as, whether the requester is either an employee or a contractor, he/she is using a secure network, and there is a need for the information request. Similarly, the appropriate encryption key can be requested at step  530  if the threshold is met or denied at step  535  when it does not meet it. 
     At step  520 , the request may be for a document that is classified as having low level confidential information. Upon this request, for example, only at steps  520 A and  520 B respectively, may the system then be programmed to verify whether the request comes from an employee/contractor/affiliate and a secure network is being used to provide access and/or the respective encryption key at step  530 . 
     Referring now to  FIG. 6 , an exemplary document file  600  containing sensitive information recognized and encrypted according to aspects of the present disclosure is depicted. In particular, the document  600  may include exemplary information that can be identified and classified in three different security levels. In the present exemplary document, a customer identification number  605  and general terms  625  may be included and determined to be unclassified and for anyone requesting them to gain access. A first level of security may include the customer name  601 . This information may be redacted accordingly and viewed only when authenticated as disclosed. A second level of security may include social security information or tax payer&#39;s identification numbers  610  and bank account information  615 . This second level will require more secure encryption which for which the corresponding encryption key may only be provided, for example, to authorized individuals in the finance department of the organization. Health records  620  which may be subject to government regulations may require even more secure encryption and correspond to the highest level of security, for example. These, for example, may be accessible only by designated human resources individuals. 
     The many features and advantages of the invention are apparent from the detailed specification, and thus, it is intended by the appended claims to cover all such features and advantages of the invention which fall within the true spirit and scope of the invention. Further, because numerous modifications and variations will readily occur to those skilled in the art, it is not desired to limit the invention to the exact construction and operation illustrated and described, and accordingly, all suitable modifications and equivalents may be resorted to, falling within the scope of the invention. For example, one of ordinary skill in the art will appreciate that the steps illustrated in the illustrative figures may be performed in other than the recited order, and that one or more steps illustrated may be optional in accordance with aspects of the embodiments.