2013 Mobile Device Usage and Document Security Survey Results

Transcription

1 2013 Mobile Device Usage and Document Security Survey Results Litéra Corp. 2013

2 CONTENTS Executive Summary... 3 Notable Findings from the 2013 Survey... 3 Size of Firm/Business... 4 Demographics... 4 Industries and Locations of Head Office... 4 Size of Firms/Businesses... 4 Respondents Roles... 4 Mobile Devices Used... 5 Access to and Processing of s Attachments... 6 Risk of Information Leaks via Electronic Documents... 7 Encryption of s... 7 Large File Transfer... 7 Conclusion... 8 About Litéra

3 Executive Summary In early 2013, Litéra Corp. completed a survey of Mobile Device Usage and Document Security. A total of 148 mobile device users completed the survey. The questions were grouped into General, Mobile Devices Used, How Mobile Devices Are Used for Access to Business , and Business Documents. Also looked at were views and systems in place for reducing risk, both from disclosure of information via document metadata and from encryption. The 32-question, web-based survey was distributed to knowledge workers across multiple industries, including legal, professional services, pharmaceuticals and life sciences, financial services, and others.. This report also makes reference to Litéra s 2012 mobile device usage survey and provides trend data and analysis where applicable. Notable Findings from the 2013 Survey 97% of business professionals polled are using mobile devices to store, access and send sensitive material. A noticeable 17% increase has been reported, but the majority are still doing so without encryption or scrubbing metadata from mobile attachments, thus posing significant security risks to their companies. The ipad, iphone, Android and BlackBerry have the highest market share (25%, 22%, 18.75% and 17.76% respectively), although iphone, Android and BlackBerry are the primary devices (39%, 25% and 22%, respectively). 24% of respondents review documents on their mobile device multiple times a day up from 14% a year ago. 79% of respondents say they use the same devices for professional and personal life, reflecting only a slight increase from last year. 96% of respondents access business s from their mobile devices every day, with 84% of them doing so multiple times per day consistent with a year ago 68% of respondents store both business and personal documents on their mobile devices. 88% of respondents forward s with documents attached at least once per month and 26% do so multiple times during a typical work day 78% of respondents have a metadata scrubbing solution in place, although only 49% have a solution that covers s sent from mobile devices. 47% of respondents said their business encrypts at least some s and 19% encrypt all e- mails. 3

4 Demographics Size of Firm/Business Industries and Locations of Head Office The majority of the respondents are from law firms, with the next set being from professional services, financial services and life sciences. Additionally, 16% of respondents are from other industries. Seventy-two percent of respondents are from businesses headquartered in North America and 21% of respondents are based in EMEA. Size of Firms/Businesses The vast majority of respondents polled represented firms or businesses with fewer than 5,000 employees (28% with fewer than 100, 30% with , 28% with 500-5,000). Respondents Roles Two-thirds of the 148 respondents work in IT roles. Additionally, 15% of the respondents are C-level executives, 22% are directors, and 31% are managers. 4

5 iphone, Android and BlackBerry The most common primary devices (39%, 25% and 22%, respectively) What mobile devices do you expect will be in use within your firm/business over the next 12 months? Mobile Devices Used All respondents of this survey use at least one mobile device. The ipad, iphone, Android and BlackBerry have the highest market share (25%, 22%, 18.75% and 17.76% respectively), although iphone, Android and BlackBerry are the primary devices (39%, 25% and 22%, respectively). Only 7% of respondents use Windows mobiles, while Netbooks and other tablets are each used by 11% of respondents. Android saw the greatest increase in market share from last year, gaining 6.85%, followed by ipad, with a 5% gain. Blackberry fell 10.34% from the previous year while iphone, Windows, and other tablets remained fairly consistent with only small fluctuations.. The following question was asked on the survey: What mobile devices do you plan to use over the next 12 months in your professional life? Respondents plan to similarly use ipads, iphones and Androids (60%, 52% and 45% respectively). The largest change is the expected decreased usage of BlackBerry mobiles, from 41% down to 24%. Note that the respondents were asked to state ALL devices that they used. Over three-quarters (79%) of respondents say they use the same devices for professional and personal life. To account for this rise of a Bring-Your-Own-Device culture, 77% of respondents say their personal devices are supported by their company s IT department. However, of that group, only 40% said IT supports all personal devices. 79% Respondents who use the same devices for professional and personal life 5

6 84% respondents who access business s from their mobile devices multiple times a day How frequently do you forward s with attachments from your mobile device? Access to and Processing of s This survey found that 84% of respondents access business s from their mobile devices multiple times a day. Additionally, 30% of those polled said they have access to their business s content repository, such as a document management system, from their mobile device. More than one-third of respondents (68%) say they store both business and personal documents on their mobile device. These percentages are consistent with the numbers from the previous year but, it should be noted, there was an increase in the overall number of mobile devices. Attachments Litéra s surveys indicate that professionals are increasingly reviewing attachments on their mobile devices. Respondents said that 24% review documents on their mobile device multiple times a day up from 14% a year ago. Half of respondents said they rarely make edits, however minor, to documents using their mobile device. Another 26% said they never make edits using a mobile device. Numbers that were expected to change with the rise of tablet use but have instead held steady. This is an indication that easy to use editing capability still isn t being made readily available. 56% respondents who say they forward s with attachments at least every day from their mobile device Although currently documents are not often edited using mobile devices, they are being shared quite frequently. One quarter of respondents said they forward attachments from their mobile devices multiple times a day. Additionally, 56% of respondents say they forward s with attachments at least every day from their mobile device. This survey also found 43% of respondents attach a document to an that they send from their mobile device at least once a month. Again, this reflects only a small increase from the previous year s 39.7%. 6

7 Risk of Information Leaks via Electronic Documents 42% respondents believe there is a high risk of sensitive information leaking from the company due to document metadata Forty-two percent of respondents believe there is a high risk of sensitive information leaking from the company due to document metadata, such as track changes and comments, inadvertently being shared. Only 22% of respondents believe the risk is low. As a result of this risk, 78% of respondents said their company has a solution for removing hidden data in documents. Only 49% have a solution that covers s sent from mobile devices an increase from 32% in Litéra s 2012 survey. This 17% increase is one of the most notable between the two surveys and reflects a growing awareness and seriousness regarding data security on mobile devices. Only 8% of respondents said their business uses an Information Rights Management solution to protect sensitive data from unauthorized access. Encryption of s 51% respondents who view controlling access to documents once they are outside of the firm as an issue of high importance Over half of respondents view controlling access to documents once they are outside of the firm or business as an issue of high importance. Just over half of respondents also view encryption as an issue of high importance. Similarly, 47% of respondents said their business encrypts at least some s and 19% encrypt all e- mails. Of those businesses that encrypt all or some s, 66% use a server-based encryption solution, 17% desktop-based and 17% cloud-based. The previous year s survey found only 56% using a server-based encryption solution and 31% using a desktop solution. Cloud-based solutions saw an increase from 13%. Additionally, only 14% of respondents said their company uses technology to be able to apply electronic signatures to documents. Large File Transfer Nearly three-quarters of respondents said they send large files using an alternative method to . Of those, 84% indicated this applies to files of 10 MB or more and 67% said their large file transfer solution has no upper file size limit. 7

8 Conclusion At increasingly higher rates, business professionals are using mobile devices to access, review and send sensitive documents. The majority are doing so on personal devices without a preferred method for e- mail encryption or scrubbing metadata from attachments, posing significant security risks to their companies and clients. The need for unified, secure solutions for all mobile devices used by professionals will certainly increase as more sophisticated tablets, with improved document editing capabilities, enter the market. About Litéra Litéra enhances professional productivity and risk reduction through a comprehensive suite of document creation, collaboration, comparison, control, and cleaning solutions. Litéra's patented applications eliminate the need for tedious, manual reviews and give true Content Confidence across complex spreadsheets, documents, presentations, and PDFs. Metadact e is a server-based metadata-cleaning solution that includes mechanisms for central policy management and a patented unified platform for mail gateways, including webmail and attachments. This user-friendly utility provides a mechanism to analyze and clean documents before they are sent out. Metadact e integrates with multiple systems and Microsoft Exchange Servers. Protect yourself, as well as your company's and your clients confidential information with Metadact e. Litéra Secure File Transfer allows users to send encrypted s and attachments of any size directly from their familiar environment. This solution enables organizations to safely transfer large files that may otherwise be restricted by file size limits of the sender s or recipient s mail server. Litéra Secure File Transfer, which also includes advanced electronic signature functionality, is designed to turn your company s most critical communication platform into the most secure. Litéra, Metadact e and Content Confidence are registered trademarks of Litéra Corp. Litéra Secure File Transfer is a trademark of Litéra Corp. All other brand names, product names, or trademarks belong to their respective holders. 8