Solving the Online File-Sharing Problem Replacing Rogue Tools with the Right Tools

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1 White Paper Solving the Online File-Sharing Problem Replacing Rogue Tools with the Right Tools Introduction The modern workforce is on the hunt for tools that help them get stuff done. When the technology provided by the organization fails to deliver the tools they need, it s pretty easy for workers to find an app that will. Productive employees turn to cloud-based, drag and drop box tools that seem ideal for delivering content to the right people on any device. There is, however, a problem with these convenient (but rogue) tools. Although they do a great job of fulfilling the immediate need, they expose the enterprise to the possibility of data breaches, leakage, and viruses. Data stored in consumer-grade file sharing clouds is typically unencrypted. Some solutions allow users to encrypt files before uploading to public clouds, but many fail to take this extra step. In addition, compared with a secure corporate network, file-sharing solutions like Dropbox represent a comparatively soft target from a security standpoint. Security concerns common to free file-sharing services include:» Password thefts from the service itself» Security loopholes that allow public access to files for hours at a time» Theft of login credentials from a mobile device» Spread of files containing viruses or malware Loss or exposure of proprietary information can have devastating consequences for a business. But how does an enterprise protect itself when the culture of the mobile workforce is to resist top-down, policy-driven security practices? Employees will continue to use those rogue file-sharing apps unless they have a better tool. To remove this security threat while allowing mobile workers to be as productive as possible, IT needs to provide a better file-sharing solution.

2 Enterprise-Grade File Sync and Share Why is there an online file-sharing problem in the first place? Because, in the everydaybusiness workflow where file sharing is essential ease-of-use trumps security every time. With EFSS, you can have both. Enterprise File Sync and Share (EFSS) technology provides the best usability features inside a secure file-transfer environment. Essential features of a true EFSS solution include:» Highly Secure. EFSS solutions have built-in enterprise-grade security features such as end-to-end encryption and role-based access to files.» Fast and Easy. EFSS solutions are so easy to use on any mobile device that employees find them an attractive alternative to consumer-grade file-sharing applications.» Always Available. EFSS solutions can be cloud-based solutions for extreme reliability and accessibility from any mobile device at any time. EFSS is a solution that will satisfy employees and the IT department. However, not all EFSS solutions are truly enterprise grade. What features are critical to successful adoption of file sync and share in the enterprise? EFSS Security for the Mobile Enterprise Any vendor can call its product enterprise grade; here, we ll examine what it takes to earn that designation. Before purchasing a product, make sure it meets the requirements of the C-suite and business users. In addition to ensuring that the product fits into your employees workflow patterns, it must meet (or even exceed) security requirements. Otherwise, your company will be right back where it started with the drop box problem. Similarly, overall manageability is essential for controlling the file-sharing environment across the enterprise. Let s take a closer look at each of these critical areas of functionality. Enterprise-Grade Security is a Must An enterprise file-sharing solution closes a window of vulnerability. The following capabilities, when taken together, provide the means to safely share files under a wide range of operational scenarios:» True End-to-End Encryption. Employees will certainly share files over non-secure wireless networks regardless of security policies; for this reason true end-to-end encryption is required. All shared files should be encrypted on the server, during transmission, and on the device. ziffdavis.com 2 of 5

3 » Flexible Cloud Deployment Options. Choosing an EFSS solution that allows files to remain on premises for speed and security or off site for easy access and disaster recovery gives IT management the greatest latitude in configuring a solution architecture that best suits business and operational needs.» Private Encryption Keys. Maintaining onsite ownership of your encryption keys is essential for data governance in regulated industries where industry certifications or compliance with government regulations is required.» Robust Identity Management and User Authentication. The EFSS solution must support password-protected content access and the ability for content owners to provide guest or temporary accounts with individual passwords.» Role-Based Access Control. The EFSS must allow content owners to grant varied access to documents or portions of documents (such as the ability to download or the ability to download and edit). In this way, employees can easily regulate how they share with vendors, partners, and customers.» Simple Ways to Securely Share Data Outside the Network. Employees often need to share files with people outside the company. To limit their access, the EFFS should support creating limited access accounts as well as expiration parameters on both the account and file-sharing links.» Remote Data Wipe. In order to protect company assets following employee termination, the EFSS should provide administrative ability to remotely delete shared files and wipe them from any mobile devices with access to files. User Acceptance is Essential An enterprise-grade EFSS solution must provide these user benefits:» Usability and Administration. The EFSS you select must be as easy or easier to use than the one employees are already using. It also needs to be simple for IT to administer and manage.» Device Agnostic. The diversity of devices and operating systems makes a cross-platform solution an absolute necessity. A viable EFSS must transfer files to any device type or OS.» Availability and Reliability. EFSS has to work anytime and every time, from any place. If employees cannot count on the solution every time, they will abandon it in lieu of a more reliable (but often less secure) technology.» Any file. Any size. The EFSS app must effortlessly handle unlimited file sizes, including large documents, presentations, videos, image files, and graphics. ziffdavis.com 3 of 5

4 » Everybody in the Business Ecosystem. The EFSS must enable simple, user-managed access to files so that content can be securely shared with colleagues, partners, customers, suppliers, and anyone else who needs it, even if they don t have access to the corporate network.» Continuous File Syncing. The EFSS should keep all shared files current with primary source files with NO effort or input from users. In this way, teams are simply and always in sync. Get Simple Enterprise-Wide Management Capabilities In addition to being acceptable to users and offering strong security controls, an EFSS solution must give IT managers smart management capabilities. Here are essential management capabilities for a true enterprise-grade EFSS:» Single Management Console for the Entire Enterprise. The most effective way to ensure good IT management and control over corporate data is a single management console that provides visibility into file-sharing activities and resources across the enterprise. Because IT employees are not always working at their desks, it s essential that the management console work on mobile devices as well.» Audit Trails, Real-Time Reporting and Remote Wipe. These features are valuable in identifying unusual file-sharing activities, logging file-sharing history and taking action to secure files in the event of hardware loss.» Application Programming Interface (API) for Integration with Other Enterprise Apps. A true enterprise-grade EFSS solution will also provide an open API that makes it possible to use the EFSS app as an integral part of other enterprise applications, such as e mail, reporting tools, and endpoint backup* programs. *Note: An EFSS app is not a substitute for endpoint backup. Each is a separate solution that solves different problems. Enterprises should use both tools simultaneously. Endpoint backups protect all data on the network, including deleted files and multiple versions. The backup allows files to be easily restored in case of server failure, disaster or deletion. In contrast, EFSS solutions allow a subset of your data to be synced across devices or be shared internally and externally. ziffdavis.com 4 of 5

5 Roll Out a Better EFSS to Support and Secure Files on the Move The fact that employees often adopt online file-sharing apps before the enterprise implements them illustrates the need for a practical solution to a real problem. More security mandates will not change the culture of a mobile workforce and shouldn t. Employees want to do their jobs well. They aren t maliciously ignoring mandates when using rogue file sharing solutions. Rather they seek and use the tools that work for their work regardless of the danger to the enterprise. An EFSS solution that is easy to use, highly secure, and manageable ensures that employees, partners, and customers can work efficiently and in a way that protects the organization s proprietary information. A true enterprise-grade EFSS solution should be an essential part of any business mobility strategy. About Ziff Davis B2B Ziff Davis B2B is a leading provider of research to technology buyers and high-quality leads to IT vendors. As part of the Ziff Davis family, Ziff Davis B2B has access to over 50 million in-market technology buyers every month and supports the company s core mission of enabling technology buyers to make more informed business decisions. Copyright 2014 Ziff Davis B2B. All rights reserved. Contact Ziff Davis B2B 100 California Street, Suite 650 San Francisco, CA Tel: Fax: [email protected]