MatrixIT

actifile

Actifile Client Onboarding

Data Security & Compliance Platform

Meeting 1 of 3 — Kickoff

Prepared by MatrixIT.net · Your Trusted Partner in Managed IT

Empowering Your IT with Flexible, Expert Support · 25 Years of Trusted IT Solutions

Client: ____________________ Date: ____________________

Meeting Objective

Why We’re Here

Welcome to the first of three meetings in the Actifile onboarding process. Today we will introduce Actifile, explain how it works, outline the deployment process, and set expectations for the next steps.

The Three-Meeting Journey

Meeting 1 (Today): Kickoff — understand Actifile, review your environment, and preview what information we need.
Meeting 2: Discovery — collect every deployment variable and schedule the installation weekend.
Meeting 3: Post-install review — after the first scan, review findings and train your team on the dashboard.

Onboarding Roadmap

Kickoff

Today

Discovery

Collect variables

Deploy

Weekend install

First Scan

20–90 min typical

Review Meeting

Results & training

Important: Actifile recommends running in monitoring mode for 1–3 months before enabling encryption. This allows identification of applications and sites that need access to encrypted data. The period can be shortened to a few days if required.

What Is Actifile?

Actifile is an AI-based data security platform that automatically identifies, quantifies, classifies, monitors, and values your sensitive data with minimal effort. It works across endpoints, cloud storage, and NAS.

Scan & Identify

Map active and dormant sensitive data across all silos, users, endpoints, cloud, and NAS

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Encrypt & Protect

Apply invisible file-level encryption; stolen files become unreadable even if exfiltrated

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Monitor & Report

Continuous auditing, real-time alerts, risk quantification in dollars, and compliance reporting

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How It Works

Actifile Agent

Installed on Windows, macOS endpoints; scans files locally

→

Cloud Portal

Results reported to app.actifile.com; risk scores calculated

→

Dashboard

MatrixIT and (optionally) you view findings, take action, manage policies

Actifile Compliance Dashboard – Risk quantification, data classification, and compliance tracking
Try the self-paced interactive tour →

Cloud & NAS too: Beyond endpoint agents, Actifile also scans cloud storage (Microsoft 365 SharePoint, OneDrive) and NFS-mountable NAS devices. Cloud scanning uses a dedicated deployment (Windows CLI/GUI, Docker, or Azure VM) with configuration files for M365/Google.

Why Actifile? – Built for Financial Services

Data Security for Financial Sector and Credit Unions – Actifile Protection Flow

Protecting What Matters Most: Member Data

Credit unions and financial institutions handle some of the most sensitive data in any industry — Social Insurance Numbers, account numbers, mortgage applications, loan documents, and payment card data. A single breach can cost millions in regulatory fines, member lawsuits, and reputational damage. Actifile was purpose-built to help financial organizations find, quantify, and protect this data automatically, with minimal IT overhead.

Who Uses Actifile?

Credit Unions

NCUA, PIPEDA, PCI DSS, CIS Controls

Banks & Lenders

OSFI, FDIC, PCI, GDPR

Insurance

PII, claims data, policy documents

Wealth Management

Investment records, KYC, AML

Why Financial Institutions Choose Actifile

✓ Automated data discovery — no manual file-by-file review; Actifile scans every endpoint, server, and cloud share

✓ Risk quantification in dollars — translate data exposure into financial terms your board and regulators understand

✓ Invisible encryption — file-level protection that is transparent to users; stolen files become unreadable

✓ Continuous compliance monitoring — real-time alerts for sensitive file operations, upload spikes, and policy violations

✓ Minimal IT footprint — lightweight agent, no infrastructure to manage, cloud portal for centralized reporting

✓ MSP-managed — MatrixIT handles deployment, monitoring, and tuning so your team can focus on serving members

CIS Controls – How Actifile Covers IG2 & IG3

CIS Controls v8 – Control 3 Data Protection – IG1/IG2/IG3 Coverage Map

CIS Controls v8 – Control 3: Data Protection – Implementation Group coverage map

Credit unions following CIS Controls need to demonstrate compliance with Implementation Groups. Actifile directly addresses CIS Control 3: Data Protection across IG2 and IG3, providing automated coverage for safeguards that are otherwise manual and labor-intensive.

IG2

Enterprise with moderate resources
Controls 3.1 – 3.12

IG3

Enterprise with significant resources
Controls 3.1 – 3.14

CIS Control 3: Data Protection – Actifile Coverage

Safeguard

Description

Actifile

3.1

Establish and maintain a data management process

✓

3.2

Establish and maintain a data inventory

✓

3.3

Configure data access control lists

✓

3.4

Enforce data retention

✓

3.5

Securely dispose of data

✓

3.6

Encrypt data on end-user devices

✓

3.7

Establish and maintain a data classification scheme

✓

3.8

Document data flows

✓

3.9

Encrypt data on removable media

✓

3.10

Encrypt sensitive data in transit

✓

3.11

Encrypt sensitive data at rest

✓

3.12

Segment data processing and storage based on sensitivity

✓

3.13 IG3

Deploy a data loss prevention solution

✓

3.14 IG3

Log sensitive data access

✓

✓ = Direct coverage ✓ = Supports / contributes to coverage

What This Means for Your Credit Union

Actifile provides automated, continuous coverage for 12 of 14 CIS Control 3 safeguards (direct or contributing). For credit unions at IG2, Actifile covers the full data protection control set. At IG3, it adds DLP-equivalent functionality (3.13) and sensitive data access logging (3.14). This significantly reduces the manual effort and audit burden for your annual CIS assessment.

Supported Environments

Platform	Supported Versions	Notes
Windows	Server 2016, 2019, 2022; RDS; Win 8, 10, 11 (Intel)	ARM not supported
macOS	Big Sur 11.x, Monterey 12, Ventura 13	Intel + Apple Silicon (M1/M2)
Cloud	SharePoint Online, OneDrive for Business	Google Workspaces: in development
NAS	All NFS-mountable NAS	—
Hardware	4 GB RAM minimum; Intel CPU	Atom: not recommended
Browsers (Portal)	Chrome, Edge, Firefox, Safari, Opera	—

Regulation & Compliance

MatrixIT aligns Actifile configuration with the regulatory frameworks that apply to your organization. During our Discovery meeting, we will confirm which of these apply:

Matrix IT Policies

Internal governance & delivery

Canada – PII

Personal identifiable information

Canada – PIPEDA

Federal privacy law

Global – PCI

Payment card data

Global – IT

ISO 27001, SOC 2, GDPR

Questions we will ask during Discovery (Meeting 2):

Matrix IT policies: “Are you comfortable with our governance framework? Need a copy?”
Canada PII: “Specific Canadian PII obligations (sector, province, contract)?”
PIPEDA: “Does PIPEDA apply? Provincial laws (B.C. PIPA, Quebec Law 64)?”
PCI: “Do you process payment card data or need PCI DSS alignment?”
Global IT: “ISO 27001, SOC 2, GDPR, or other standards?”
Other: “Any other regulatory or contractual requirements?”

Deployment Options Overview

Windows / macOS (Endpoint Agents)

RMM Push

Kaseya VSA, ConnectWise, N-able, Continuum, ITarian, Acronis

PowerShell

deployActifile.ps1 – auto-download and install

Manual MSI

Download from portal, GUI or silent MSIEXEC

PDQ Deploy

Free or licensed; FQDN + installkey

PsExec

Sysinternals; SYSTEM account batch install

Logon Script

AD batch script; checks if installed

Cloud & NAS

Windows App (CLI/GUI)

For M365 SharePoint / OneDrive scanning

Docker Container

Deploy cloud agent locally with Docker

Azure VM

Deploy Actifile on Microsoft Azure

What We Need from You (Preview)

In our next meeting (Discovery), we will walk through detailed forms to collect the exact variables needed for deployment. Here is a preview of the information categories:

Company & Contacts

Primary/secondary contacts, email, phone for deployment coordination

Environment Inventory

Device counts (Windows, Mac, servers, RDS), cloud users, NAS shares

RMM & Tooling

Which RMM (Kaseya VSA version, ConnectWise, etc.), deployment tool preferences

Network & Access

UNC paths, FQDN resolution, admin credentials, firewall rules

Cloud Config

M365 admin access, Azure app registration, config file generation method

Security & AV

AV/EDR product, allowlist capability, tamper resistance preferences

Compliance

Applicable frameworks: PII, PIPEDA, PCI, ISO, SOC, GDPR

Installation Weekend

Preferred date, computers must stay powered on for initial scan

Tip: Start thinking about your device inventory, RMM tooling, and cloud admin access before Meeting 2. The more prepared you are, the faster we can move to deployment.