Paracelsus Medical Private University: secure communication without media disruptions

The Challenge

A Secure Solution with Maximum Value for Employees

As many processes at PMU are already digitised, the exchange of documents and information is increasingly taking place in a digital format. However, data security became an increasing challenge:

• Sending unencrypted emails in plain text was not an option due to GDPR compliance.

• The workaround using WeTransfer for large files did not meet European data protection standards.

As a member of the ACOnet network, PMU had access to the ACOnet FileSender, which enables encrypted data transfer. However, it lacked integration with commonly used tools like Outlook, requiring users to switch to a separate application.

To provide maximum efficiency and ease of use for employees, PMU sought a solution that offered: Encrypted email communication, secure document storage in virtual data rooms, seamless integration within existing work environments and granular access control for managing permissions across multiple departments and institutes.

"For me, the decisive factor was the Outlook add-in."
— Daniel Nobis, CIO at PMU

The Solution

Encrypted Communication Without Media Disruption

Thanks to Outlook integration, files can be securely attached and sent via drag & drop or the familiar paperclip icon—without disrupting existing workflows. After the first product demonstration, it was immediately clear that FTAPI was the right tool for PMU. Key decision factors included: Multiple encryption levels, two-factor authentication (2FA), seamless usability within Outlook.

FTAPI SecuMails are now used extensively in legal, finance, and HR to securely transmit sensitive data. A particularly valuable feature is the delivery confirmation, which allows senders to see when documents have been received and downloaded. Additionally, automatic deletion deadlines simplify compliance and reduce manual workload.

The integrated SubmitBox, FTAPI’s digital mailbox, has greatly improved bidirectional communication. Using a secure link, external parties can easily submit large documents, ensuring they are delivered to the right recipient with the appropriate encryption level. This makes collaboration effortless and secure—with no risk of media disruption or compliance issues.

The Result

High User Acceptance Thanks to Ease of Use

"Since the rollout, additional departments have proactively requested access to FTAPI. A tool that works well doesn’t need much promotion," says Daniel Nobis, CIO at PMU.

One of the key success factors has been FTAPI’s ease of use. The seamless Outlook integration provides significant added value, allowing employees to quickly adopt the solution without requiring extensive training.

Departments handling sensitive personal data were naturally drawn to FTAPI’s tools, and as they began using them, adjacent teams followed—simply because the application is so intuitive.

Another major advantage of FTAPI is its scalability: Licenses and additional products can be expanded as needed, simple integration across multiple departments and no disruption to existing workflows.

With minimal onboarding effort and maximum efficiency, FTAPI has quickly become a trusted solution at PMU.

Further application areas

Streamlined application process with FTAPI SecuRooms

FTAPI SecuRooms are currently being used primarily at the Institute of Pharmacy for the recognition process. Students who wish to transfer to PMU must submit an application for the recognition of prior achievements as part of the admissions procedure. This requires them to provide a large number of documents, some of which involve significant file sizes.

With FTAPI SecuRooms, the process has been greatly simplified for both applicants and faculty members. Prospective transfer students receive a temporary folder in the FTAPI Cloud, where they can securely upload all necessary documents. If required, these folders can be shared with faculty members responsible for assessing the recognition of prior learning.

Once the application process is complete, the virtual data rooms are closed, the data is deleted in compliance with regulations, and automated deletion deadlines are met. If the applicant is accepted, their documents are automatically transferred to the university system.

"A tool that works well doesn’t need much promotion."
Daniel Nobis, CIO at PMU