Mobile Content Collaboration and its Benefits Across Your Enterprise. A Good Technology Whitepaper

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1 Mobile Content Collaboration and its Benefits Across Your Enterprise

2 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 2 Contents Introduction The Key Elements of a Secure Mobile Content Collaboration Solution Content Collaboration Scenarios Case Studies Conclusion

3 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 3 Introduction As more and more tech-savvy people enter the workforce, the pressure is on IT departments to allow users to work on their favorite tools, rather than limiting them to tightly controlled IT-managed devices and software. One of the biggest IT challenges of the past five years has been how to deal with employee use of personal laptops, smartphones, tablets, and other devices for both work and play at home, in the office, and on the road. This phenomenon is known as Bring Your Own Device (BYOD). IT s task doesn t end with managing and securing employee devices. In fact, BYOD typically leads to Bring Your Own Apps (BYOA), in which employees use their own applications for work purposes, and Bring Your Own Cloud (BYOC), in which employees use cloud services such as Dropbox and YouSendIt to increase their productivity. Even executives are joining in: intrigued by the elegance of iphones and ipads, they re putting pressure on IT to add the latest devices, apps, and services to the corporate infrastructure. Although the BYO movement presents companies with unique management and security challenges, many organizations find the potential benefits compelling. For example, a company that lets traveling employees access files and collaborate from a smartphone or tablet will likely experience enhanced productivity and satisfaction across its workforce and may even gain a competitive advantage by attracting the best and brightest workers from the younger generation. To make this possible, IT must be able not only to manage and secure the devices, but also to synchronize and secure all corporate content that employees consume. As users access and collaborate on the latest versions of documents, IT must be sure that sensitive data and the corporate infrastructure are protected from malware, intrusion, loss, and theft. Hungry for simpler ways to synchronize documents across devices and collaborate, many of today s corporate users take advantage of consumer-grade cloud services such as Dropbox. Unfortunately, these offerings lack the enterprise-level security and protection that IT departments require. There are more secure solutions, such as SSL-based virtual private networks, but they force IT to create and continually update separate DMZ document repositories which are difficult and costly to manage, and often unreliable or challenging to access. 1 % DND 6 % DON T KNOW/NOT SURE 41 % NO 52% of the companies surveyed are planning Mobile Productivity projects to allow employees to access, sync and share documents. 52 % YES Source: 2012 IMTS Surveys; N=406

4 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 4 The Key Elements of a Secure Mobile Content Collaboration Solution Organizations that want the benefits of a highly productive mobile workforce need to start by putting enterprise-grade mobile data access and content collaboration technology in place. Any solution should let employees work together seamlessly and synchronize enterprise files effortlessly. At the same time, the solution must give IT the security, management, and governance to protect its network and data and assure compliance with internal policies and external regulations. Good Share enhances the productivity of mobile employees as well of as of IT staff. It provides secure mobile content access and document sharing including file server and Microsoft SharePoint access without requiring VPNs, firewall re-configurations, or duplicate repositories. Users can be sure that all the content they access is the latest version, and based on IT policy can store, present, and edit documents on smartphones and tablets using IT-approved mobile applications such as Byte Squared Office 2 HD for Good and Picsel Smart Office for Good. In addition to providing a secure document container on most mobile devices, Good Share offers robust corporate governance capabilities, including: Highly granular creation and enforcement of content and application policies Integration with Active Directory Group Policies File expiration control Policy-based control over downloading, caching, annotating, ing, printing, opening, and saving Good Share also provides IT with a full set of content policies, as well as extensive auditing and reporting capabilities, to help ensure security and demonstrate regulatory compliance. To enable a higher level of security, IT can select RSA SecureID authentication in addition to built-in multi-factor authentication. Good Share s robust, enterprise-class architecture can meet the requirements of even the largest, most security-sensitive organizations. 60% 50% SharePoint and Intranet are the Top 2 repositories companies plan on giving employees access to. 40% 30% 20% 10% SharePoint Intranet Laptop Other File Shares Documentum Autonomy DND/ Not Sure Source: 2012 IMTS Surveys; N=212

5 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 5 Content Collaboration Scenarios A recent survey of IT executives found that the need for mobile data access and mobile collaboration runs across many organizational departments. Sponsored by Copiun (now a part of Good Technology) and conducted with International Marketing and Technology Solutions, Inc. (IMTS), the Trends in Mobile Collaboration Survey 2012 found that the top two departments requiring such collaboration are Sales and Services, followed closely by Administration, Human Resources, and Finance. 60% 50% 40% 30% 20% If done correctly, everyone benefits from mobile collaboration not just Sales and Services. 10% Sales Services Administration Finance Human Resources Source: 2012 IMTS Surveys; N=212 Mobile content collaboration improves productivity within the enterprise, and eases the technical burden placed on IT for support and maintenance of separate mobile repositories. Many organizations have met their mobile data access and content collaboration challenges with Good Share. Sales and Technical Workers Few employees live a more mobile life than those in Sales, who often work on the road more than they work in the office. As they travel across the country or around the world, sales teams have to provide customers with up-to-the-minute catalog, pricing, and product availability information. They also need access to the latest product and marketing collateral. Having direct SharePoint or file server access and the latest documents stored on their laptops, tablets, or smartphones helps them close sales more quickly and easily. These field sales workers are also among the biggest corporate users of tablets. They need to access and collaborate on the latest reference designs, user manuals, customer service agreements, equipment inventory information, forms, and various other content.

6 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 6 Case Study: Furniture Retailer A large brand-name furniture retailer with stores in more than 30 states wanted to let its regional sales managers get rid of their laptops and take nothing but ipads on the road, while retaining instant access to internal sales documents and personnel data. Employees started using Dropbox for document access and collaboration leading to unsecured confidential data outside the network and beyond IT s control. Additionally, Dropbox s synchronization features were often unreliable, rendering documents sometimes missing or inaccessible. Deploying Good Share gave mobile sales employees direct file server access without the need to use Dropbox providing the ease of use sales managers demanded and the control IT required. Employees no longer had to remember to save files to a separate Dropbox folder, nor wrestle with a VPN for connectivity and they found Good Share s file synchronization to be much more reliable than Dropbox s. IT was relieved that confidential data no longer left the corporate network. With its robust data governance capabilities, Good Share also eliminated the problem of employees taking saved documents with them as they leave the company. Case Study: Industrial Distributor Womack Machine Supply, a distributor of hydraulic, pneumatic, and automation equipment to customers across many industries, needed a secure, reliable alternative solution to Dropbox for giving mobile sales employees access to internal documents. With Good Share, Womack can now let employees use ipads instead of Dropbox for their enterprise document sharing. Users can quickly and easily set up Good Share on their mobile devices; IT has little involvement beyond managing licenses. Our sales team needed simple, direct access to all of its documents on their ipads so they could shed their laptops while on the road, and we weren t willing to sacrifice information security, says Matthew Britt, information services director at Womack Machine Supply. Good Share is the only way to balance those needs. It s easy to use for our mobile workers and requires very little from the IS department to set up and support. There are a lot of happy ipad users around here now. Maintaining data ownership, security and governance Leveraging existing infrastructure Convenience for employees VPN-less access Collaboration capabilities No duplication of data NOT IMPORTANT VERY IMPORTANT Maintaining data ownership, security and governance is the most important criteria for companies in allowing document access to their employees. Source: 2012 IMTS Surveys; N=212

7 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 7 Knowledge Workers Knowledge workers make up the majority of workers in many organizations, and work across departments and industries. Mobile workers in financial, administration, and HR roles need secure ways to distribute and access quarterly financial documents, operations briefings and reports, training materials, new policy information, and emergency messages and notifications. Mobile marketing teams are looking for mobile collaboration with each other, as well as with partner creative agencies and PR firms. Lawyers and financial advisors want to access and collaborate on documents related to mergers and acquisitions, financial reports, and new projects. Case Study: State University The typical university presents a highly collaborative information worker environment. A large state university with more than 35,000 students and 7,000 employees sought to provide its global road warrior employees with easy, secure file sharing as well as access to university research and other content. As with most universities, its researchers travel to all corners of the globe, including many parts of Asia where virtual private network services are not always reliable or even available. The university rolled out Good Share first to its IT department, and then university-wide. The IT department found Good Share easy to deploy and appreciated that mobile workers have secure file server access to the most current information stored on the university s Windows, Samba, and SharePoint servers without having to use a VPN. This feature makes them more productive and helps them serve their constituents more effectively. VPN-less access is particularly useful for globally dispersed researchers. Executives Executives are often the most mobile of employees. As a result, they require SharePoint or file server access to all kinds of content, including financial and strategy documents and various highly confidential executive communications. Data security and compliance management Device security and management Application management Supporting multiple smartphone platforms Integration with IT infrastructure Help desk support NOT IMPORTANT VERY IMPORTANT Data security and compliance management is the number one mobile device challenge companies face today. Source: 2012 IMTS Surveys, N=406

8 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 8 Case Study: Investment Firm Dorchester Capital Advisors, a global investment firm, issued ipads to all of its employees, enabling them to access the firm s marketing collateral, newsletters, and financials. Employees then began using Dropbox to access the files they needed while on the road but Dorchester needed a more secure mobile collaboration solution to protect sensitive data and comply with current regulations. With Good Share, the firm s IT group controls not only who has access to sensitive documents, but also what they can do with them, including edit, save, print, and . IT is also confident that departing employees can t take sensitive information with them. Investment teams can get their work done much more efficiently, knowing they have access to the latest files without needing to remember to store documents in a special workspace for mobile access. Our team needed simple, direct access to up-to-date marketing and financial documents on their ipads, says Joseph Gruenling, director of information technology at Dorchester Capital Advisors, and we absolutely needed to be assured of information security. Good Share met both of these requirements. Our mobile partners find it intuitive and easy to use. With its secure VPN-less access, trusted app sharing features, and more, IT can control our corporate data ownership and ensure complete data security and all with very low management overhead. Case Study: Investment Firm A top-tier investment firm s policy board made it a requirement to allow managing directors to access and share files via their ipads. The motive was not only convenience, but also avoiding the printing of large documents in keeping with the company s green agenda. Help desk calls have dropped dramatically since the firm replaced Dropbox with Good Share. Good Share allowed the company to provide ipad users with file server and SharePoint access. IT is happy to have found an enterprise-class solution that doesn t require a duplicate file repository and that keeps its highly sensitive data safeguarded behind the company firewall. Good Share integrates easily with the company s mobile device management solution and RSA security infrastructure. IT has control not only of the content, but also the applications used to access it. Help desk calls have dropped dramatically since the firm replaced Dropbox with Good Share. The firm s security team likes the secure VPN-less access, which requires no risky firewall reconfigurations. And the company is well on the way to fulfilling its green agenda goals.

9 Mobile Content Collaboration and its Benefits Across Your Enterprise BE-GOOD good.com 9 Tips/Recommendations: Provide simple workable solutions that are intuitive and easy for mobile workers of varying adeptness to use. Protect sensitive and personal information. Identify personal and corporate data so that you are not infringing on privacy laws and at the same time can protect your corporate data. Isolate corporate data on the device and ensure compliance with governance policies for what can be done with business documents. Implement end-to-end governance of all business data to ensure you have protection and records management. Monitor automated actions continuously to ensure compliance with corporate policies and regulations. Ensure that you have a way to deal with departing employees and have security mechanisms in place such as remote wipe and passcode protection for lost and stolen devices. Conclusion: Embracing the Mobile Trend The merging of consumer and IT technology is here to stay. To remain competitive, most organizations will need to find ways to embrace this trend while protecting their information assets. While IT initially focused on ways to secure the new devices, it s clear they must also now focus on securing enterprise data, files, and mobile content. Enabling secure mobile content access with Good Share provides a boost in employee productivity and thanks to IT management and policy, it does so without the risks of using consumer-grade applications Good Technology Corporation and its related entities. All rights reserved. Good, Good Technology, the Good logo, Good for Enterprise, Good for You, Good Dynamics, Secured by Good, Good Connect, Good Mobile Manager, Good Share and Good Dynamics AppKinetics are trademarks of Good Technology Corporation and its related entities. All third-party trademarks, trade names, or service marks may be claimed as the property of their respective owners. Good s products and technology are protected by U.S. patents and various other foreign patents. Other patents pending.