Workshare Releases ‘The Rise of The Data Guardian: Secure File Sharing and Collaboration’ Paper

July 30, 2014, LONDON, UK – The ability to sync content to mobile devices so users have access to the latest versions on-the-go is essential; however equally important is keeping this data secure. Yet, 69% of employees are bypassing corporate data protection policies and opt for free file sharing services to access and share corporate documents, causing serious data security implications. 

Workshare today released a whitepaper, ‘The Rise of the Data Guardian’, which explains the challenges that consumer-grade file sharing applications have introduced to the enterprise, and how IT can address them.

“62% of employees are already using their personal devices – smartphones, tablets or laptops – in the workplace, and this usage will only rise as mobility continues to become an integral part of working life,” said Workshare CEO, Anthony Foy. “Adopting a Bring-Your-Own-Device (BYOD) strategy is a first step, but organizations must recognize that BYOD and BYOA (Bring-Your-Own-Application) go hand-in-hand, adding another layer of complexity to managing data security. The role of the Data Guardian has emerged among IT groups with a requirement to protect corporate data, not just devices, while meeting the needs of both users and IT.”

Karen Jacks, IT Director at international law firm, Bird & Bird commented, “Banning devices completely for our mobile workers is unproductive and unrealistic; instead, we like to empower users in the ways they want to work, while adhering to the highest security standards. Workshare is providing solutions with an easy and secure way of working, enabling IT to be guardians of our data through enforcing policy and keeping information secure.”

The whitepaper draws on industry research and case studies to highlight the following issues:

The Battle for Control – The use of consumer-grade file sharing and sync applications has created significant risk for IT, with 56% of organizations banning them. 

A CIO’s Perspective – Businesses must rethink their BYOA strategies to avoid the prevalence of unsanctioned applications. Provisioning a simple cloud collaboration application with data control capabilities provides IT with greater control. Yet, only 23% of organizations provide an enterprise-class secure solution. 

Mobilizing Content – Document Management (DMS) and Enterprise Content Management (ECM) systems must extend secure collaboration beyond the firewall to meet user needs for easy access to content and collaboration capabilities, while ensuring data security.

Deployment Options – IT groups need to regain control over company data. Hybrid cloud models provide IT with complete control over data and documents, as they can choose exactly where they reside. 

The Job Function of the Data Guardian – IT groups, in their role as the guardian of corporate data, must enable users to work the way they want, while ensuring complete control of corporate data. This can be achieved with a secure cloud strategy for the organization, extending systems of record and audit capabilities.

The whitepaper is now available for download here.