AIIM - The Global Community of Information Professionals

I want to create a file migration mess - tell me how

Jun 7, 2017 9:35:49 AM by John Mancini

Rapid technology change in the information management space is creating a fundamental tension for organizations.

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Topics: content management, ecm, efss, file migration

4 Key Takeaways About File Sync and Share

Feb 15, 2017 9:45:00 AM by John Mancini

In a series of recent videos for Hyland (links at the end of this post), Cheryl McKinnon, principal analyst at Forrester Research spent some time talking about Enterprise Sync and Share capabilities and how they fit into an organization’s broader content strategy. She notes, “Enterprise file sync and share (EFSS) has really quickly become a core capability that a lot of busy information workers rely upon. I don’t see this as something enterprise IT buyers can ignore.”

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Topics: enterprise content management, ecm, efss, 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 "Stop, Think and Share" Infographic

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

Calling all Information Professionals – What #InfoGov Advice Would YOU give to this company?

May 12, 2016 12:47:31 PM by John Mancini

Calling all #InfoGov experts – What Advice Would YOU give?

I was thinking about one of the data points in our current State of the Industry Report (Free Executive Summary HERE) – the one that points to a rise in focus at large companies on risk and compliance as a primary business driver for IM.

The number of large organizations citing compliance and risk as the largest driver for IM has risen sharply in the past year from 38% to 59%. 44% of mid-sized organizations also cite this as the biggest driver whereas smaller organizations consider cost savings and productivity improvements to be more significant drivers.

To be honest, this data point bugged me a bit – it seemed at variance with some of my thoughts about Information Governance – i.e., that they key to moving Information Governance out of its narrow RM niche was to focus more on value rather than risk.

But I got a call from a significant company on the Fortune 1000 list (that will remain nameless for now) who posed a business problem that perhaps reinforces the above data point – but perhaps in a different way than I would normally consider the question. 

Here are the points he/she raised.  Kind of like a Harvard business case:

  1. We have our knowledge worker content currently in 3 places:  1) Google Docs; 2) an EFFS product; and 3) file shares.  We are not a SharePoint shop.
  2. We are not in an industry space like financial services or pharma where there are a lot of  industry-specific compliance or regulatory requirements.
  3. We want wherever possible to leave our existing information in place, and apply a “lite” governance layer (his/her words) above our 3 primary repositories that would allow us to understand what people are doing, apply retention and disposition where appropriate, be able to audit/verify these processes, and be able to apply holds should the occasion arise.
  4. Usability and simplicity – at both the administrative and individual knowledge worker level – is our top priority.
  5. In a nutshell, we want to be able to demonstrate that there is a level of adult supervision and accountability to how we manage our knowledge worker information. Does this need to be perfect, no.  Does it need to be a verifiable process, yes.
  6. We want to start with three departments, but then scale up.  Ultimately, the potential scale is quite large -- 10+ terabytes.
  7. We are not interested in a lot of workflow functionality at this point. Perhaps down the road, but for now this project is being driven by the legal folks. 
  8. The fundamental question we would like to address and at reasonable cost is a very basic one and one that you, John, have raised in your presentations:
Where should we tell our knowledge workers put their “stuff” so that it is…1) Secure, shareable, and searchable so the ORGANIZATION can accomplish its goals; and 2) Works the way they work and is useful to THEM in getting THEIR job done.

I have my own ideas about this, but I thought I would open it up to the community and perhaps everyone could share in the results. 

The Advice Clinic is Open.

What recommendations would you give, and why?


You might also be interested in this white paper on EFFS technologies:

Download Now


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Topics: information governance, electronic records management, records management, efss

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