AIIM - The Global Community of Information Professionals

4 ECM Detours and the Need for Content Migration

Mar 2, 2017 11:13:00 AM by John Mancini

The term The Enterprise Content Management (ECM) has been with us for 15 years.  It hasn’t been a perfect term, and perhaps in truth has been better suited as a description of a strategy than as a description for a set of IT tools and technologies.

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Topics: enterprise content management, ecm, enterprise file sync and share, content migration

To Keep or Not to Keep - Questions to Ask During a File Share Cleanup Project

Feb 7, 2017 11:40:00 AM by Jessica Lombardo


I grew up in the Catholic school system. As a young kid, I geeked out over the list of school supplies needed to start a new school year. I thrived on organization—and took pride in setting up a new file structure in my trapper keeper for my upcoming classes. And when Sr. Bertha or Sr. Edwardine asked to see my notebook and folders, I delighted in sharing with them my well-kept trapper keeper—work in progress, completed, and notes per subject area. Basically, I was a nerd.

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Topics: enterprise file sync and share, ROT, FIle Shares

What if we stopped battling users and gave them what they need? -- EFSS

Nov 1, 2016 8:13:46 PM by John Mancini

Organizations often wring their hands worrying about the “Dropbox” effect – employees using unsanctioned and consumer grade file sync and share solutions to improve their own personal productivity.  Within this often frustrating user behavior, though, is a key truth:  Many ECM solutions are too simply too complicated and cumbersome to meet the needs of the modern knowledge worker. 

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Topics: ecm, efss, enterprise file sync and share

Why Can't Most Organizations Get Their Act Together on File Sharing Technologies?

Oct 10, 2016 9:38:12 PM by Bob Larrivee

We recently surveyed organizations about their use of file sync and share solutions, and have posted on some of our findings.  See our previous posts:

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Topics: efss, enterprise file sync and share, sync and share

3 Reasons Why You Need to Pay Attention to Unsanctioned File Sharing

Oct 3, 2016 5:38:27 PM by John Mancini

Are your employees using file sharing tools that you don’t want them to use?

If so, you are not alone. In fact, 65 percent of organizations surveyed reported that they are aware that their employees are using unsanctioned file sharing tools, according to a new AIIM research report. And the fact that the other 35 percent said they are “not aware” of employees using unsanctioned tools is not necessarily reassuring, as this is not an indication that it’s not happening.

The issues revealed in this research report are all very real. In order of impact, these are the top concerns organizations have when comes to sharing content:

Issue 1: Lack of visibility into what’s being shared and where it is located

The top concern – identified by 60 percent of respondents – is a lack of visibility into what users are sharing and accessing.

Unsurprisingly – and likely related to this lack of insight – legal and audit implications were the second largest area of concern, as organizations cannot prove the location of or report on information that they can’t see.

Issue 2: Inability to control who is sharing and accessing your information

A second major challenge identified in the report is the inability to control who is sharing information outside the organization (i.e. employees signing up for online file sharing tools using personal email accounts, etc.). Indeed 49 percent of respondents identified this as a critical issue.

I don’t think it’s any coincidence that the EXACT same number of people, 49 percent, cited that they are also concerned about employees retaining access to sensitive or proprietary information after they leave the organization.

That’s a scary prospect, especially when your industry is governed by strict compliance regulations regarding the handling of certain data. Data that potentially disgruntled ex-employees should NOT retain access to include things like patient information, credit card details, customer data, company-owned intellectual property, merger information, financial data and anything else of a proprietary nature.

Issue 3: Risk of granting unintentional access

The third major issue circles around the idea of what happens after a user has shared a link to a document or folder. About 40 percent of respondents expressed concern around the concept of shared links never expiring, increasing risk of compromising data, as well as shared links being accessible to anyone who gains access to these links.

Overcome these issues with education

Clearly, there are several good reasons why you can’t ignore issues related to cloud-based document sharing. According to the AIIM study, the top recommendation for addressing this problem can be boiled down to one simple but powerful word: EDUCATION.

By educating your employees on the risks of sharing using unsanctioned tools, you’re taking a giant step toward a safe, secure file sharing strategy.

Get the AIIM Paper today.

Get the Companion White Paper

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Topics: Hyland Software, ecm, efss, enterprise file sync and share, sharebase

[Infographic] What’s Happening with File Sync and Share

Sep 15, 2016 4:33:41 PM by Sean McGauley

There is a growing demand by and for employees to share and collaborate on documents with people inside and outside of their organizations. As a result, today’s businesses must carefully assess their file sharing needs, and pivot towards adoption of more synchronous methods of interacting with key processes and content.

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Topics: efss, enterprise file sync and share

10 Key Data Points You Need to Know About Sync and Share

Sep 14, 2016 8:50:18 AM by John Mancini

10 Things You Need to Know about Enterprise File Sync and Share

First of all, if you don't know what "Enterprise File Sync and Share" means, that's OK.  A colleague in a company recently asked a group of customers how many of them had unauthorized file sync and share usage in their organizations.  A total of 2 hands went up in a big crowd. Mystified at this -- since this is a BIG issue in organizations -- but committed to his faithful Powerpoint, he plodded on.  

Still mystified, he later asked his audience to be candid -- "Do you know what I'm talking about?" A few brave hands responded no, and he clarified -- "You know, lots of people using tools like Dropbox without any approvals or guidelines."  Every hand went up. Score one for the use of technology marketing labels that sound great to vendors and consultants.

That notwithstanding, the "Dropbox" phenomenon is a BIG issue for organizations.  We recently asked a group of end-user organizations for their perspectives, and the major findings follow:

  1. 38% of respondents say that 50% or more of their organization has a need to share files with someone outside of their organization. 
  2. 58% of respondents say they are using third-party cloud apps for sharing outside of the corporate network, with 49% saying they use FTP sites. 
  3. When asked about standards for cloud-based sharing, 35% say they have some level of sanctioned file-sharing standard in place. 
  4. Unsanctioned file sharing tools are in use by 65% of those polled.
  5. 21% of respondents say they have an information governance manager or director in place. IT is held responsible for ensuring proper use of tools, policies, and procedures for 45% of responding organizations.
  6. Lack of insight on what is being shared outside the company is a concern for 60% of organizations. Controlling who can share and data loss after termination of employment is of concern to 49% of organizations.
  7. Education is a key element in preventing unauthorized sharing for 65% of respondents. Monitoring of the user community is a practice for 46%. Integration/Interoperability
  8. Opportunity for integration is there for the 50% of organizations indicating they have no integration between their file sync and share tool and their core applications. A tightly programmed integration is in place for 11% while 16% say they use add-on products.
  9. The ability to easily revoke a user’s rights, especially once they have left the organization, is a top feature sought by 77% of respondents. The ability to gain insight and audit file-sharing activities is high on the list for 60%.
  10. Security is on the minds of 71% of respondents, indicating that the use of unique encryption keys is very important. Assurance that their information is siloed from other clients of a cloud provider is considered very important for 65% of respondents.

To respond to current customers, create new business opportunities and maintain an overall competitive advantage, organizations need secure, timely, and accurate access to key information. This requires a holistic approach to information and content management – developing and supporting an information ecosystem that offers an infrastructure for sharing, collaborating, and analyzing content in ways that enhance its value and maximize its use.

Here are some resources that may be of interest.  Check them out -- all free.

Here are 2 new Infographics:

Stop, Think, and Share -- an Employee Guide to Sharing Content

Download the

We've also released a White Paper, What's Happening With File Sync and Share?

Download Your White Paper

 

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Topics: Hyland Software, sharepoint, efss, enterprise file sync and share, sharebase

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