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:
38% of respondents say that 50% or more of their organization has a need to share files with someone outside of their organization.
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.
When asked about standards for cloud-based sharing, 35% say they have some level of sanctioned file-sharing standard in place.
Unsanctioned file sharing tools are in use by 65% of those polled.
21% of respondents say they have an information governance manager or director in place. IT is held responsible for ensuring the proper use of tools, policies, and procedures for 45% of responding organizations.
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.
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
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.
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%.
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.