SMB File Sharing Flash Poll Global Key Findings
Methodology Survey performed by Applied Research 1,325 global organiza?ons 30 countries NAM 2 LAM 14 EMEA 7 APJ 7 Person in charge of IT Cross- industry 2
Key Findings Behaviors surrounding file sharing are making SMBs vulnerable to risk SMB employees influence adop?on of file sharing solu?ons within their organiza?ons Security threats and data loss are poten?al risks associated with file sharing SMB organiza?ons are becoming more distributed while file size is growing 3
Employees Influence AdopAon Employees somewhat- to- extremely influen?al in adop?ng various technologies Security and produc?vity were the top considera?ons for providing technologies to employees Q7: How important are the following factors in providing employees with applications and devices they use for business purposes? (Somewhat/Extremely important) Networking with peers Control Cost savings Ease of use Employee satisfaction Ability to complete work Security Productivity 64% 69% 69% 70% 71% 72% 72% 74% 0% 10% 20% 30% 40% 50% 60% 70% 80% Q6: How influential are your employees when it comes to adopting technologies for official internal use in your organization? (Somewhat/Extremely influential) Social media/social network File sharing Mobile device usage PC/Laptop/Tablet usage 53% 61% 63% 64% 0% 10% 20% 30% 40% 50% 60% 70% 4
File Sharing PrioriAes 74% report the access to files across devices as somewhat/ extremely important feature The ability to share files (71 %); the ability to upload and update files in shared workspaces (71%), and file collabora?on (68 %) were also viewed as somewhat/ extremely important Q8: How important are the following features to your employees when it comes to accessing and sharing files? (Somewhat/Extremely important) File collaboration Ability to upload and update files in shared workspaces Ability to share large files Ability to access files across desktops, laptops and mobile devices, including personal devices 68% 71% 71% 74% 0% 10% 20% 30% 40% 50% 60% 70% 80% 5
File Sharing Risks Security and data loss were viewed as the most significant poten?al risks with regards to file sharing solu?ons 44% of respondents viewed employees sharing confiden?al informa?on using unapproved solu?ons to be somewhat- to- extremely high risk 44% of respondents viewed malware to be somewhat- to- extremely high risk 43% reported loss of confiden?al or proprietary informa?on to be somewhat- to- extremely high risk 6
File Sharing Awareness 10% of respondents were somewhat/completely unfamiliar with how employees are sharing files internally/externally 25% have not implemented internal policies restric?ng how employees access/share files; 18% in the process of implemen?ng Q13: Have you implemented internal policies restricting how your employees can access and share files internally and externally? No 25% In the process of implementing 18% Yes 57% 7
File Sharing Behaviors When asked what employees might do when they need to share a large file, respondents indicated they would: Search online and download a free solu?on (27%) Download applica?on without input from IT (29%) U?lize IT system in place (33%) Use solu?on suggested by customer, contractor or partner (42%) Ask IT for help (51%) 41% indicated damaged brand reputa?on/loss of customer consequence of not sharing a large file quickly 8
SMBs Becoming More Distributed SMB employees are increasingly working remotely and from home Q1: What percentage of your organization (including contractors) works remotely? Three years ago One year ago Today 22% 26% 32% Q2: What percentage of your organization (including contractors) regularly works from home at least once per week? Three years ago One year ago Today 20% 24% 28% One year from now 37% One year from now 32% 0% 5% 10% 15% 20% 25% 30% 35% 40% 0% 5% 10% 15% 20% 25% 30% 35% 9
Email Primary File Sharing Tool Two- thirds of respondents indicated email was a top most commonly used file sharing/collabora?on solu?on. One year from now, some expect to adopt other op?ons with email dropping as a most used solu?on (from 64% to 52%). Q3: What are/were your top two most commonly used solutions for sharing and collaborating around files, both internally and externally? (Today) Other (Please specify) Cloud content management solutions External storage media Third-party cloud-based file-software Enterprise Content Management solutions Shared file server Email 1% 15% 19% 27% 32% 39% 64% 0% 10% 20% 30% 40% 50% 60% 70% 10
Files GePng Larger One in seven (14%) report the average size of file shared by their organiza?on to be more than 1 GB today Only 6% es?mated the average size of file to be more than 1 GB three years ago and five years ago. Less than 1 MB 1 to 3 MB 3 to 10 MB 10 to 20 MB 20 to 50 MB 50 to 100 MB 100 to 350 MB 350 MB to 1 GB More than 1 GB Q5: Estimate the average size of a file shared by your organization: (Today) 5% 8% 11% 12% 10% 11% 14% 14% 14% 0% 2% 4% 6% 8% 10% 12% 14% 16% 11
Symantec RecommendaAons Centralize file storage and management with a secure web- based system accessible regardless of device or loca?on Implement a scalable system that can grow with your business Implement access controls and permissions to keep private files private Maintain oversight into how and when business files are shared 12
Appendix All ques?ons included 13
Demographics 14
DEMO2: How many total employees does your organization have worldwide? 5 to 49 25% 50 to 99 25% 100 to 249 25% 250 to 499 25% 0% 5% 10% 15% 20% 25% 30% 15
DEMO3: What is your organization's primary industry? Agriculture and Food Processing Aviation Chemical Products Construction Eating and Drinking Services, Accommodations Education, Learning and Support Energy Finance and Insurance Government Information Technology Legal Living-related and Personal Services and Amusement Services Manufacturing Media Marketing Services Mass Transit and Rail Pharmaceuticals Medical, Health Care and Welfare Public Services Public Works Shipping, Freight, and Postal Services Real Estate and Goods Rental and Leasing Scientific Research, Professional and Technical Services Telecommunications Wholesale and Retail Other 1% 1% 1% 1% 1% 2% 1% 0% 1% 2% 2% 2% 2% 2% 3% 3% 4% 4% 5% 6% 7% 10% 10% 10% 10% 10% 0% 2% 4% 6% 8% 10% 12% 16
DEMO4: What is your primary role? 100% 90% 100% 80% 70% 60% 50% 40% 30% 20% 10% 0% Manage our computing resources 17
DEMO5: What is your title? Company owner Senior Management 19% 21% Day to day office management 5% Human resources 2% IT Management 37% IT Staff 11% Administrative assistant External consultant/outsourcer/var reseller Other external vendor Other 2% 1% 0% 3% 0% 5% 10% 15% 20% 25% 30% 35% 40% 18
DEMO6: What is your age? 50 or older (Boomer) 15% 30 or less (Millennial) 19% 31 to 49 (Gen-X) 66% 19
DEMO7: What is your gender? Female 32% Male 68% 20
DEMO8: For how many years have you been working in computer systems and technology? 14 12 12 10 11 8 6 4 2 0 Mean Median 21
DEMO9: What are your company's annual revenues? Less than $500,000 32% $500,000 to $2 million 11% $2 million to $7.5 million 20% $7.5 million to $30 million 22% $30 million to $100 million 6% $100 million to $500 million 4% $500 million to $1.5 billion $1.5 billion to $5 billion $5 billion to $25 billion $25 billion to $100 billion More than $100 billion 2% 2% 3% 0% 0% 0% 5% 10% 15% 20% 25% 30% 35% 22
DEMO10: Characterize your company's year-over-year growth rate in terms of annual revenue: Declining 25% per year or greater Declining between 10 and 24% per year Declining between 1 and 9% per year 3% 4% 4% Flat: Neither growing nor declining 18% Growing between 1 and 9% per year 39% Growing between 10 and 24% per year 20% Growing between 25 and 49% per year Growing between 50 and 99% per year Growing 100% per year or more Decline to state 4% 4% 0% 3% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 23
File Sharing Drivers 24
Q1: What percentage of your organization (including contractors) works remotely? (Means shown) Three years ago 22% One year ago 26% Today 32% One year from now 37% 0% 5% 10% 15% 20% 25% 30% 35% 40% 25
Q1: What percentage of your organization (including contractors) works remotely? (Medians shown) Three years ago 15% One year ago 20% Today 25% One year from now 30% 0% 5% 10% 15% 20% 25% 30% 35% 26
Q2: What percentage of your organization (including contractors) regularly works from home at least once per week? (Means shown) Three years ago 20% One year ago 24% Today 28% One year from now 32% 0% 5% 10% 15% 20% 25% 30% 35% 27
Q2: What percentage of your organization (including contractors) regularly works from home at least once per week? (Medians shown) Three years ago 10% One year ago 16% Today 22% One year from now 25% 0% 5% 10% 15% 20% 25% 30% 28
Q3: What are/were your top two most commonly used solutions for sharing and collaborating around files, both internally and externally? (Three years ago) Other (Please specify) 1% Cloud content management solutions 8% External storage media 23% Third-party cloud-based file-software applications 19% Enterprise Content Management solutions 48% Shared file server 33% Email 65% 0% 10% 20% 30% 40% 50% 60% 70% 29
Q3: What are/were your top two most commonly used solutions for sharing and collaborating around files, both internally and externally? (Today) Other (Please specify) 1% Cloud content management solutions 15% External storage media 19% Third-party cloud-based file-software applications 27% Enterprise Content Management solutions 32% Shared file server 39% Email 64% 0% 10% 20% 30% 40% 50% 60% 70% 30
Q3: What are/were your top two most commonly used solutions for sharing and collaborating around files, both internally and externally? (One year from now) Other (Please specify) 2% Cloud content management solutions 25% External storage media 16% Third-party cloud-based file-software applications 30% Enterprise Content Management solutions 34% Shared file server 37% Email 52% 0% 10% 20% 30% 40% 50% 60% 31
Q4: Rate the importance of providing file sharing and collaboration technology for your organization for the following scenarios: 1 - Extremely unimportant 2 - Somewhat unimportant 3 - Neutral 4 - Somewhat important 5 - Extremely important 100% 90% 80% 37% 27% 28% 24% 25% 19% 70% 60% 50% 31% 35% 32% 35% 34% 34% 40% 30% 20% 27% 30% 30% 31% 29% 33% 10% 0% 4% 6% 7% 8% 8% 10% 2% 3% 4% 2% 3% 4% Between internal teams Project management - internal and external With clients and customers Remote collaboration Large file sharing With third party vendors 32
Q4: Rate the importance of providing file sharing and collaboration technology for your organization for the following scenarios: (Somewhat/Extremely important) With third party vendors 53% Large file sharing 59% Remote collaboration 59% With clients and customers 60% Project management - internal and external 61% Between internal teams 67% 0% 10% 20% 30% 40% 50% 60% 70% 80% 33
Q5: Estimate the average size of a file shared by your organization: (Today) Less than 1 MB 5% 1 to 3 MB 8% 3 to 10 MB 12% 10 to 20 MB 14% 20 to 50 MB 11% 50 to 100 MB 14% 100 to 350 MB 10% 350 MB to 1 GB 11% More than 1 GB 14% 0% 2% 4% 6% 8% 10% 12% 14% 16% 34
Q5: Estimate the average size of a file shared by your organization: (Three years ago) Less than 1 MB 8% 1 to 3 MB 13% 3 to 10 MB 13% 10 to 20 MB 14% 20 to 50 MB 15% 50 to 100 MB 12% 100 to 350 MB 12% 350 MB to 1 GB 8% More than 1 GB 6% 0% 2% 4% 6% 8% 10% 12% 14% 16% 35
Q5: Estimate the average size of a file shared by your organization: (Five years ago) Less than 1 MB 19% 1 to 3 MB 15% 3 to 10 MB 12% 10 to 20 MB 10% 20 to 50 MB 12% 50 to 100 MB 10% 100 to 350 MB 9% 350 MB to 1 GB 8% More than 1 GB 6% 0% 2% 4% 6% 8% 10% 12% 14% 16% 18% 20% 36
AdopAon Cycles 37
Q6: How influential are your employees when it comes to adopting technologies for official internal use in your organization? 1 - Not influential at all 2 - Not that influential 3 - Neutral 4 - Somewhat influential 5 - Extremely influential 100% 90% 27% 24% 24% 21% 80% 70% 60% 50% 37% 40% 36% 33% 40% 30% 32% 20% 28% 29% 31% 10% 0% 10% 7% 6% 7% 2% 1% 2% 5% PC/Laptop/Tablet usage Mobile device usage File sharing Social media/social network usage 38
Q6: How influential are your employees when it comes to adopting technologies for official internal use in your organization? (Somewhat/Extremely influential) Social media/social network usage 53% File sharing 61% Mobile device usage 63% PC/Laptop/Tablet usage 64% 0% 10% 20% 30% 40% 50% 60% 70% 39
Q7: How important are the following factors in providing employees with applications and devices they use for business purposes? 1 - Extremely unimportant 2 - Somewhat unimportant 3 - Neutral 4 - Somewhat important 5 - Extremely important 100% 90% 80% 40% 43% 36% 32% 34% 34% 33% 25% 70% 60% 50% 40% 34% 29% 36% 38% 36% 35% 36% 39% 30% 20% 10% 0% 20% 21% 22% 24% 23% 23% 25% 5% 5% 5% 4% 5% 5% 4% 6% 2% 2% 1% 2% 1% 3% 2% 2% Productivity Security Ability to complete work responsibilities Employee satisfaction 28% Ease of use Cost savings Control Networking with peers 40
Q7: How important are the following factors in providing employees with applications and devices they use for business purposes? (Somewhat/Extremely important) Networking with peers 64% Control 69% Cost savings 69% Ease of use 70% Employee satisfaction 71% Ability to complete work responsibilities 72% Security 72% Productivity 74% 0% 10% 20% 30% 40% 50% 60% 70% 80% 41
Q8: How important are the following features to your employees when it comes to accessing and sharing files? 1 - Extremely unimportant 2 - Somewhat unimportant 3 - Neutral 4 - Somewhat important 5 - Extremely important 100% 90% 80% 70% 60% 37% 34% 34% 30% 50% 40% 37% 37% 37% 38% 30% 20% 10% 0% 21% 23% 23% 1% 4% 5% 1% 4% 1% 5% 1% Ability to share large files Ability to access files across desktops, laptops and mobile devices, including personal devices Ability to upload and update files in shared workspaces 26% File collaboration 42
Q8: How important are the following features to your employees when it comes to accessing and sharing files? (Somewhat/Extremely important) File collaboration 68% Ability to upload and update files in shared workspaces 71% Ability to share large files 71% Ability to access files across desktops, laptops and mobile devices, including personal devices 74% 0% 10% 20% 30% 40% 50% 60% 70% 80% 43
Q9: What percentage of your employees do you estimate use personal devices for work or work devices for personal purposes? 40% 39% 38% 37% 39% 39% 36% 35% 34% 33% 32% 33% 34% Personal Work 31% 30% 29% Mean Median 44
Perceived Problems/Challenges/Risks 45
Q10: How familiar are you with how your employees share files internally and externally? Extremely familiar 25% Somewhat familiar 40% Neutral 25% Somewhat unfamiliar 7% Completely unfamiliar 3% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 46
Q11: How much of a challenge are the following factors when considering file access and sharing for your organization? 1 - Extremely small challenge 2 - Somewhat small challenge 3 - Neutral 4 - Somewhat large challenge 5 - Extremely large challenge 100% 90% 12% 14% 12% 10% 9% 10% 8% 80% 70% 34% 31% 31% 29% 29% 26% 27% 60% 50% 40% 30% 37% 38% 37% 41% 35% 45% 42% 20% 10% 0% 13% 13% 15% 14% 17% 5% 5% 5% 6% 10% Need to secure multiple endpoints Increasingly complicated security threats Increased mobility of employees, partners, and contractors More communication externally File sizes increasing 13% 16% 6% 7% Use of personal devices for work and vice versa Organization becoming more distributed 47
Q11: How much of a challenge are the following factors when considering file access and sharing for your organization? (Somewhat/Extremely large challenge) Organization becoming more distributed 35% Use of personal devices for work and vice versa 36% File sizes increasing 38% More communication externally 39% Increased mobility of employees, partners, and contractors 43% Increasingly complicated security threats 45% Need to secure multiple endpoints 46% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 48
Q12: How would you rate the following IT security risks with regards to file sharing solutions? 1 - Extremely low risk 2 - Somewhat low risk 3 - Neutral 4 - Somewhat high risk 5 - Extremely high risk 100% 90% 14% 10% 12% 14% 14% 10% 80% 70% 29% 34% 31% 27% 24% 24% 60% 50% 40% 34% 35% 36% 40% 40% 42% 30% 20% 10% 0% 15% 15% 16% 14% 16% 16% 7% 7% 6% 6% 7% 9% Employees sharing confidential information using unapproved solutions Malware Loss of confidential or Breach of confidential proprietary information information Embarrassment or damage to brand/ reputation Violating regulatory rules 49
Q12: How would you rate the following IT security risks with regards to file sharing solutions? Violating regulatory rules 34% Embarrassment or damage to brand/reputation 37% Breach of confidential information 41% Loss of confidential or proprietary information 43% Malware 44% Employees sharing confidential information using unapproved solutions 44% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 50
Outcomes 51
Q13: Have you implemented internal policies restricting how your employees can access and share files internally and externally? In the process of implementing 18% No 25% Yes 57% 52
Q14: Consider the following scenario: One of your employees needs to send a large file to a customer, contractor, or partner (too large for email). Which of the following might your employees do? Don't know 5% Employee searches for and downloads a free file sharing solution 27% Employee downloads application without input from IT 29% Employee utilizes IT system in place 33% Employee uses solution suggested by customer, contractor or partner 42% Employee asks IT for help 51% 0% 10% 20% 30% 40% 50% 60% 53
Q15: Consider the following scenario: A customer or partner needs a large file quickly. An employee is not able to meet the deadline due to limitations on the organization's file solutions. What are the potential consequences to your organization? Litigation costs 14% Involvement in data collection process for legal action Reduced stock price Regulatory fines 17% 17% 18% Costs to comply with regulations after a data loss or exposure incident Loss of organization, customer or employee data 22% 24% Direct financial cost 31% Lost revenue 37% Damaged brand reputation/loss of customer trust 41% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 54