Page 17 - Cyber Warnings

With or without approval from IT or their managers, employees will find and use tools that make
their jobs and lives easier.

Collaboration and content sharing is a good thing – except when it puts company information at
risk. And that can happen when employees use unauthorized, unsupported and unmonitored
personal file-sharing apps.

File sharing and sync solution providers acknowledge these challenges, and as a result these
applications have become more sophisticated with every update and new release.

However, the security and access controls offered by file-sharing platforms still fall short in most
cases, especially when so many employees are using free consumer-grade versions in an
enterprise environment.

Another issue is that file sharing and sync platforms often proliferate multiple copies and
different versions of files.

Furthermore, when an employee uses their personal file-sharing platform at work, they
essentially create a new information silo since it is not integrated with their organization's
existing systems and platforms for managing documents and files.

When content resides within multiple and disconnected platforms, applications and locations,
not only are employees challenged to find the information they need to perform their jobs, but
compliance and security risks are also elevated.

This may lead to providing outdated specifications to subcontractors if the latest version is in
someone's personal file sharing app -- and colleagues do not know about it.

Also, determining who owns the data that was produced at employer's expense but stored in
employees personal storage becomes a tricky question.

Eliminate data silos with ECM

A good way of addressing the challenge of unauthorized use of file-sharing solutions is by
leveraging an enterprise content Management (ECM) solution.

Modern ECM systems provide an approach that can be as easy to use for storing and sharing
content with multitude of devices, but also provides the necessary levels of control and security.

Modern ECM solutions not only provide quick and easy file sharing and sync capabilities as the
popular consumer platforms, there are other benefits as well.

An ECM platform can deliver faster and more intuitive searching capabilities that can be
extended with integrations to nearly all business content residing within core business systems
and repositories.

17 Cyber Warnings E-Magazine February 2017 Edition
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