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1 File Sharing & LiveBox WHITE PAPER

2 1. File Sharing: explanation File Sync and Share (FSS), is a software capable of storing contents within a repository shared among devices where files can be automatically synchronized and shared with other users. File Sync and Share solutions were born in the consumer field answering several needs: - The increasing number of mobile devices: according to Wikipedia ( everyone owns at least 1 smartphone. - The growing rate of production of contents (doc, pdf, images, video ecc.) - The need to update the content between devices. - Protection from malfunctioning, theft and loss of said devices. - The desire to share images, videos and other content with others. - To be able to Access your data, anytime, from any device. 1.1 What do File Sync & Share systems do? - They can sync their files across devices. - They allow sharing of experiences with other users. - They protect data in case of theft or device malfunction - They guarantee data access in real time and at anytime. 1.2 How do they work? The user registers with the service, free of charge, is granted a set amount of storage space, and then downloads a client on each of his PCs. The software creates a folder within each PC and when a user adds, removes or edits content, the changes are propagated to the master copy in the cloud. File sharing services support mobile devices as well. Each service has it s own set of apps for smartphones and tablets of the most popular mobile Operating Systems. Allowing users to access the same files they shared on their PC. You can access your data wherever you are, even through a web browser: users access the website of the FSS service, Login to the system with username & password and all their files are immediately available. Using a FSS service is simple, intuitive and easy thanks to the traditional methods used to access files locally. When user A decides to share a file with user B, he moves it into a shared folder. User B can then see the file in his shared FSS folder. These features are also available for those who are not yet users of the service. File sharing services offer an excellent resistance in case limitated or absent networks, being designed to synchronize automatically when the network is restored. The best hardware producers Apple, Samsung, Google have gradually reduced the physical storage capacity on their devices while increasing the online storage capacity which is cheaper and more effective. 1

3 1.3 File Sharing Enterprise In the enterprise environment has similar demands to the consumer branch. Today, business is the expression of mobility, availability and efficiency. Often, the tools available for employees and managers are unsuitable or insufficient: external hard drives, pendrives, VPNs. The purpose is to keep your own efficiency unchanged even when you are not at work. In the absence of specific solutions users use consumer grade File Sharing also for corporate data management and synchronization exposing their own organization to several risks: - Loss of control over data: corporate IT isn t able to know on which devices data is located or whether they are private or not. - Data loss: caused by malfunctions, loss or theft. - Violation of legal terms. - Industrial Espionage. - Violation of corporate rules. There are two solutions to these issues: 1. Restrict consumer grade FSS services that can compromise corporate data security, through specific policies and firewall configuration. 2. Rise to the occasion and provide users with Enterprise grade File Sharing Solutions. Enterprise grade File Sharing solutions have various features characterized by type of service delivery: 1) Private On Premises solutions rely on the corporate hardware infrastructure and take advantage from corporate storage services as disaster recovery and business continuity already active inside its own perimeter. Private file sharing services are characterized by the fact the software components are set up in the corporate data center and that all the services are supplied through its own network. This means that IT has total data control and that the effect on the organization are minimal. PRO: - Total data control. - Reduced deployment time. - Simple integration with existing software applications inside the company environment. - Integration with the company s own Identity Management systems. 2

4 CONS: - Increased costs - Administrative Training requirement for the IT staff. 2) Public Software-as-a-Service (SaaS) is supplied by an external. They use the infrastructure built by third parties and it is shared among customers in multi-tenant environments. The company generally pays for the service through a "subscription fee" for each employee, plus an additional fee based on the required storage capacity. Files are uploaded on the service owner s datacenter and their management is completely outsourced. Security is usually guaranteed through data encryption. The synchronization speed and performances depend on the network connection locally available. PRO: - Reduced Operating costs. - SLA is independent from the company architecture. - Nearly unlimited scalability. - Easy learning curve. CONS: - Poor data and conservation control. - Data migration to an external infrastructure can be a massive task. - Security problems (un bel link allo scandalo di prism). - Complex identity management issues. 3) Hybrid With a hybrid cloud solution companies can take advantage from management mock-ups, action organizations, network and security policies, on and off site. This kind of architecture brings security and integration advantages, offering contextually an innovative and different approach to the set of problems discussed above. Thanks to the hybrid cloud Infrastructure-as-a-Service it is possible to deploy applications in the best positions: on site (at your datacenter) or off site (at your provider) to satisfy your performance requirements and trust level and leave data to your own datacenter for security requirements. PROS: - Centralized datacenters without loosing data control. - Integration with corporate applications : ERP, Identity Management, HR. - Internally defined Security and privacy levels. - High scalability. 3

5 CONS: - High planning and deployment times. - Operating costs duplicated between corporate IT and provider. 2. File Sharing & LiveBox: use cases The corporate and consumer markets have similar requirements. Today business is the expression of mobility, availability and efficiency. Because of this, currently, tools available to company employees and managers are often inappropriate: external hard drives, pen drives, VPNs. The purpose is to be able to work even when you're not in the office. LiveBox is a private file sharing software that allows you to communicate, share and store data in a simple and secure way. LiveBox is a ready made solution to meet the needs of all businesses that need tools to share and collaborate to create digital content with the right level of security and flexibility. There are many areas where you can apply and profit from the functionalities of file sharing and LiveBox including: Fashion, Energy, Finance and Public Administration. 2.1 Fashion In the Fashion Industry, the theft or unauthorized distribution of documents and data concerning suppliers, collections and Premieres is a real concern, more so if the tools used to share are not enterprise grade. The same goes for all communication on the internet: s, sms and chat messages can be intercepted quite simply. All the informations stored in LiveBox is encrypted with asymmetric key cryptography. Corporate data is protected using AES and RSA integrated technology. All data is available and can be consulted from smartphones, tablets, notebooks and pcs. It is also possible to manage all the information stored in LiveBox by accessing LiveBox with personal credentials in a simple and secure fashion. LiveBox, allows the creation of dedicated shared environments with colleagues, suppliers and customers within which they can share projects and files in a secure way safe from prying eyes. LiveBox chat allows you to communicate with colleagues and clients in a fast and secure way. 2.2 Energy The Energy market pursues ambitious goals such as expanding the market's growth in production, efficiency and targeted investment. In some cases the areas of intervention also affect the environmental and water services. As a result, there are many challenges and their achievement depends on efficient communication, collaboration and information availability: employees of an energy company need to communicate and share their projects with stakeholders in real time. Satisfying these requirements in an efficient way exposes the company to the actual risks. LiveBox supports the creation of dedicated areas within which stakeholders can share projects and data in 4

6 a secure way safe from prying eyes. You can share encrypted data in real time. With LiveBox you can choose how your colleagues can work with shared files, assigning different permissions to different users. 2.3 Finance All financial services need a reliable way to share confidential documents, like activity reports and customer s financial statements. LiveBox offers companies a secure and compliant platform, capable of sharing any kind of content. LiveBox allows users to create shared folders with advanced permission management, these can be used as protected access points for collaboration. LiveBox also offers the possibility of sharing specific files, creating external links with custom expiration dates and notifications, and even to define the maximum number of downloads for the shared content. 2.4 Public Administration Inside Public Administration offices the massive documental production and its management is an ever increasing problem and a critical managment issue requiring high performance repositories with extended security and legal compliance requirements. LiveBox perfectly matches the security requirement of PAs, giving complete control over folder access and the real-time monitoring of all user activity. The administrators can even disable user accounts when the need arises (i.e when an employee changes role while remaining inside the company), and in the same fashion specific devices can be locked out of the system (in case of theft or loss). Data use, file history and user activity can be supervised with complete audit reports. LiveBox furthermore gives administrators a rich set of controls like notifications management, storage management, iser and group creation in order to simplify file sharing, even the management of external users that require temporary access to specific resources to participate effectively in administrative tasks. 5

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