HOT TOPICS: Customer Experience Marketing Automation Social Business SharePoint 2013 Document Management Big Data Mobile DAM

The Evolution of File Sharing

From cavemen to mobile road warriors, what is different — and surprisingly the same — about how people have used technology to share information securely throughout history?

Big changes lay ahead for the way we conduct business as we know it. Most of these changes are already well underway. No longer is the workday confined to the traditional nine-to-five structure — mobility allows employees to work from anywhere, anytime and, increasingly, on any device.

The proliferation of tablets and smartphones in the corporate environment (according to a study from Juniper Research, by 2014, the number of employee-owned smartphones and tablets used in the enterprise will more than double to 350 million) does come with certain security risks. Currently, 70 percent of smartphone-owning professionals use their personal devices to access corporate data, but 80 percent of these devices are not adequately managed by IT departments.

How can organizations make sure corporate data and files remain secure when accessed from a number of different devices, including those owned by employees?

While these concerns may seem highly unique to our digital, mobile era, they are nothing new. The sharing of information has been an integral aspect of thriving societies since, well, the beginning of time. Even cavemen had methods of “securing” their data. Natural placeholders like sticks and rocks were used to represent transactions, and combined with a nomadic lifestyle, they ensured that any information not destroyed by nature would be useless by the time other tribes came across it.

Of course, smartphones, tablets and the cloud require that businesses adapt security strategies to address the threats posed by these new ways of accessing corporate data, but the basic methods of data security have not changed.

Skeptical? Just take a look below at some necessary safeguards for enterprise mobility and how these same safeguards have been used throughout history.

Access Control

For many regulated industries, tracking which mobile devices are accessing the network is critical. Many organizations choose a Mobile File Management (MFM) solution that integrates with Active Directory to ensure only authorized employees are allowed to access files on the corporate network.

Concern over who is accessing what files is not unique to the use of mobile devices. In the Mad Men era of the 1960s, sensitive files were kept under lock and key in cabinets. Only people with physical keys could access those files and information, and careful lists of those with access were kept. However, the widespread use of inventions like the copier by the 1950s and the fax machine by the 1960s introduced new security threats as these documents could then be replicated.

Audit

In any enterprise, when sensitive or critical data is being shared or accessed, it’s essential that a record be kept of who is accessing that information and for what purpose. In terms of mobility, this means giving IT the capability to turn off certain functions on certain devices for certain users, including limiting the ability for specific users to delete or edit information or email files. Additionally, if changes are allowed, a tracking system should be in place to ensure a record is kept of who changed what, and when, should any issues arise.

The auditing process is nothing new. While everyone is familiar with auditing from a tax or accounting perspective, the goal is no different when it comes to IT control over enterprise mobility — what matters is ensuring data is being accessed and used for legitimate reasons.

Ancient Greeks used a system wherein two different people recorded transactions in order to maintain a record that could not be altered retroactively. Presently, auditing is used by a variety of industries to make sure processes are kept timely and above board, and it is just as important when your IT department is faced with the challenge of securely integrating mobile access to the corporate network.

Data Integrity

Your IT department should be regularly monitoring the corporate network for vulnerabilities posed by granting access to hundreds and thousands of new devices. Updating an organization’s security infrastructure according to vulnerabilities revealed in a thorough review of network portals is not all that different than historical measures.

 

Continue reading this article:

 
 
 
Useful article?
  Email It      

Tags: , , , , , ,
 
 

Resources

 

Featured Events  View All Events | Add Your Event | feed Events RSS