Why ShareVision stands out by protecting sensitive information files within your case management system.

When you’re dealing with case management, protecting sensitive information is non-negotiable. Whether it's health records, personal identification, incident reports, or confidential notes—one misstep can lead to legal exposure, loss of trust, or worse. 

That’s why many agencies and service providers in social care, disability services, and non-profit sectors are moving away from outdated systems and adopting ShareVision.

This article breaks down the risks of poor data handling and explains how ShareVision directly addresses them.

Why Sensitive Information Needs Extra Protection

Case management files typically include:

• Full names, birthdates, and contact details
  
  
• Government ID numbers
  
  
• Medical records and therapy notes
  
  
• Caseworker observations and internal reports
  
  
• Legal documents or child welfare data
  
  

This is information you cannot afford to compromise. Common threats include:

• Unauthorized access or accidental sharing
  
  
• Unsecured local storage (paper files, personal drives)
  
  
• Poorly managed user permissions
  
  
• Lack of audit trails
  
  
• Out-of-date encryption or password systems
  
  

That’s where ShareVision helps you lock things down—without making your daily workflow harder.

How ShareVision Protects Your Case Management Data

ShareVision is a cloud-based platform built specifically for human services organizations. It goes beyond generic CRMs or cloud drives with built-in tools that respect the realities of frontline support work.

🔒 1. Granular User Permissions

You control exactly who sees what. Set access by:

• Role (caseworker, admin, supervisor)
  
  
• Department or team
  
  
• Client file or document type
  
  

This prevents sensitive files from being accidentally seen by unauthorized staff.

📁 2. Secure File Storage (With Version Control)

Every document uploaded is encrypted in transit and at rest. Plus:

• Each file is stored with time-stamped version history
  
  
• You can track changes and revert if needed
  
  
• Data is stored on Canadian servers (for compliance with PIPEDA and provincial laws)
  
  

This replaces Dropbox-style chaos with audit-ready documentation.

🕵️ 3. Activity Tracking & Audit Logs

ShareVision tracks all interactions:

• Who accessed what, when, and for how long
  
  
• Which fields were changed (and by whom)
  
  
• Failed login attempts or suspicious behavior
  
  

This keeps your organization ready for audits or internal reviews at any time.

📲 4. Mobile-Friendly (Without Sacrificing Security)

Field workers can log case notes, upload files, or review plans from their phones or tablets—without storing anything locally.

• Mobile access is secured via two-factor authentication (2FA)
  
  
• Offline mode restricts file caching on the device
  
  
• Mobile access still respects all permission controls
  
  

This reduces risky paper notes and supports faster response times in the field.

🔄 5. Integration With Existing Tools

Already using Microsoft 365 or Google Workspace? ShareVision integrates securely, so:

• You don’t duplicate sensitive records across platforms
  
  
• Staff can view documents inside ShareVision without downloading
  
  
• Centralized storage reduces security gaps
  
  

No more emailing sensitive PDFs back and forth.

Compliance and Data Residency

If you’re in Canada, ShareVision’s default cloud storage is hosted domestically. That means:

• No cross-border data sharing
  
  
• Compliant with PIPEDA, PHIPA (Ontario), HIA (Alberta), and FIPPA (BC/MB)
  
  
• Ready for accreditation checks by CARF, COA, or provincial regulators
  
  

You avoid the legal grey areas of US-based platforms like Google Drive or Dropbox.

Additional Safeguards Built In

• Two-Factor Authentication (2FA): Optional but recommended for all users
  
  
• Role-based dashboards: Limit accidental data exposure
  
  
• Real-time backups: Avoid data loss in outages or accidental deletions
  
  
• Secure API: For custom integrations with other platforms
  
  

Bottom Line: ShareVision Makes Compliance and Privacy Easier

Most case management tools were never designed to handle sensitive human service data. ShareVision is different—it was built from the ground up with privacy, compliance, and frontline work in mind.

If your team is still juggling spreadsheets, insecure file shares, or CRMs that weren’t made for your sector, it’s time to upgrade.

Want to protect your data without slowing down your team?
Explore ShareVision’s case management platform and book a free walkthrough.