Document Management is more than just managing documents – it is also securing them

Enterprise file share and sync

Document control and management is of vital importance to any organization. If sensitive information is sent outside of your company, once the documents have been sent electronically, control is lost and this can put files you shared at risk. They can be copied or forwarded anywhere in the world, in seconds.

For most businesses, the focus of their attention is on document management and on the organizational workflow and the storage of documents. Companies want to be able to integrate documents into a workflow and store documents in an organized and secure way that still allows documents to be found easily . Where the document is stored can frequently change. It could be SharePoint, it could be FTP, it could be on some external repository etc. Where the security process can fall down is when documents are shared externally or how they are available to be collaborated on.

The proliferation of employees bringing there own devices to work (BYOD and BYOC) and using preferred SaaS applications of their own choosing has led to corporate governance becoming even more of a challenge for those tasked with its enforcement as an increasing number of end users bypass corporate protocol.

Such ‘Shadow IT‘ can pose a significant security risk, as unapproved hardware and software that are used do not undergo the necessary security checks and the storage and dissemination of such documents is outside of corporate control.

solving shadow it problem

Storage Made Easy provides a unified Enterprise File Share and Sync solution, which works with a companies existing private and public data, presenting these files in a unified view.. It enables enterprises to not only securely sync, but also to securely share and work with files, wherever they need to go, even on devices that are beyond IT’s control.

IT benefits from a solution that gives them control, and users benefit as they have automatic access to documents and files from multiple data repositories, with robust security wherever behind the corporate firewall, or using any tablet, smartphone or PC.

Storage Made Easy uniquely provides:

• The ability to view, annotate, edit and sync almost any cloud or private file from almost any storage to any device.

• Internal and external collaboration features to work securely with anyone without losing control of enterprise data.

• Complete audit tracking to ascertain who accessed files, where form, and what action was taken.

• Provides a secure way for the organizations to collaborate with external partners using business workspaces.

• GEO Restrictions – restrict access to documents by IP address and by client. For example let an external sub office only have access to a folder from a specific IP address from the web browser (or any other client you nominate).

• Full Bring Your Own Device Support to restrict access to by employees by device type.

• Sophisticated permissions that unify permissions to different back end document storage and which can also be used with Active Directory or LDAP

• A way to solve the “DropBox” “bring your own cloud” problem be auditing such clouds even when documents are uploaded direct.

• A way to encrypt files stored on remote clouds which a key that is stored behind the corporate firewall this protecting remote sensitive data.

Secure document file sharing

In summary you do not have to choose between a homogenous and restrictive system or a lawless fenzy of different unapproved systems. The Storage Made Easy Enterprise file share and sync solution is storage agnostic. It is compatible with most private or public file sharing cloud data stores allowing users to continue using their preferred cloud storage provider while at the same time converging off-site and on–site private and public data. This allows a centralized point for corporate governance, thus providing a real solution to the Shadow IT and corporate governance problem.

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10 things to consider when implementing a company BYOD / MDM Strategy

More and more companies are embracing Bring Your Own Device (BYOD) as part of a Mobile Device Management Strategy (MDM) primarily as a means to save money. The cost savings can be potentially huge but what steps should you consider with regards to implementing an MDM / BYOD Policy ?

We highlight 10 things you should think about below:

1. Do a cost benefit analysis of current company owned devices. Remember to include insurance and accessories. Work out your real savings.

2. Bring Your Own Device does not mean you have to embrace every device ! Set some guidelines. Perhaps you want to limit it to iOS and BlackBerry or iOS and Android or indeed maybe you wish to embrace the top 4. Embracing MDM / BYOD does not mean anarchy rules, set a policy.  Storage Made Easy Cloud Appliance supports MDM/BYOD for BlackBerry, Android, iOS and Windows Phone.

3. As part of your move to an effective MDM /BYOD policy, understand how your employees prefer to work. Are many of your employees mobile ? Field agents ? Sales Reps ? On the move ? Is most of their work conducted in this manner ?

4. Are all your data points accessible over mobile devices ? Are they joined up ?  Is application access supported across all devices ?  Part of what the Storage Made Easy Cloud Appliance does is to unify data sources so they are accessible from one application on a mobile device. This can support data services that perhaps don’t even have access from the chosen mobile device. It also makes it easier to work with data from a single dashboard rather than having to install ‘n’ number of Apps.

5.  Have a secure file sharing policy.  You do not want employees using their devices and sharing data that cannot be audited. Not only does this promote data leak, but for regulated industries it can break compliance laws. The Storage Made Easy Cloud Appliance promotes easy data sharing but it keeps audit logs of all links shared, from the person who shared them to the remote IP address that downloaded the data. It also enables password protections and time expiry on links.

6. Ensure you have control of user access into corporate data. You may not own the user device but you still want to have some measures of protections about how users get access to corporate applications and corporate data. You need to be able to turn access off without compromising the users device. Storage Made Easy addresses this by unifying data access and letting administrators  control access for any user either by device, IP Address or GEO Location.

7.  As part of your MDM User policy mandate  Apps  that promote security, such as anti-virus / malware Apps and App such as Divide which promote the creation of separate identities and user areas for business and personal data. Don’t be shy in having a strict policy. Even though you are implementing an MDM/ BYOD policy you may still need a small selection of devices for users that will not or cannot sign up to the policy.

8. Decide whether you are going to have ‘device wipe’ as part of your policy. This is one of the most contentious areas of MDM /BYOD and if you implement it you will need to include it as part of your policy that users sign up to and ensure they understand the consequences. Note that all devices enable remote wipe. For more information on this please see the ‘remote wipe’ section on the   SME Wiki.

9. Consider your policy for un-authorised Apps being used with corporate data. We have all heard of how DropBox has infiltrated enterprise IT by the back-door and is actually in use in department within companies but without official sanction by IT. Storage Made Easy handles this by enabling DropBox (or other un-sanctioned cloud storage uses) to be audited just as other corporate data, even if the user uses the DropBox service direct.

10. Policy is key. Staff need to fully understand and sign up to the MDM policy being introduced. It should be easy to understand, and easy for the staff to get access to the resources that they need from their Apps. On the company side understandin costs savings, investment needed, and security implications is key. Implementing an MDM / BYOD policy may look attractive but  it requires thought and planning to be successful.

Want to know more on controlling cloud sprawl ? Read our whitepaper.

For more on BYOD, visit the BYOD section on our Wiki.

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