November 9, 2018
7 strategic guidelines for an effective EFSS solution
Over time, Enterprise File Sync and Share (EFSS) solutions have developed into dominant platforms. These solutions help to drive business operations and innovation to the next level.
Nowadays, the words cloud, Dropbox and OneDrive, are synonymous terms within our daily vernacular. Yet, it’s important to note that these platforms are not always a great combination for your business. Why? Simply put, today businesses need a more secure, modern experience to bring about strong digital transformation.
Staying in the past is a bad idea for a business that still utilizes these platforms, “security issues or regulatory requirements” must be a real concern. It’s important to note that having certain criteria in place for a modern EFSS solution, what Gartner now calls “CCP,” is necessary to make an educated decision for a modern digital workplace.
Seven criteria for a modern CCP solution
1. User Experience
Let’s start with the basics! Design is the key to a great user experience. It must be undetectable for a smooth CCP solution. Deficient design factors slow down work progress and impede the bottom line. You will always run into hassles when your workers don’t have quick access to a reliable solution. Workers tend to veer off course and fall back on handy crutches such as the cloud, etc. These days, organizations still require remote workers to access documents through a VPN—bad idea! If you want to be fully protected, it’s important that they access files through an app that lets them stream and share content without having to log on, download or e-mail files.
These implementations promote a modern way to deliver a secure digital transformation experience.
The General Data Privacy Regulation (GDPR) is causing many businesses headaches because of the confusion around the new laws. You can spend all day trying to figure out the maze.
Bottom-line takeaway: “Companies based outside the EU must comply if they do business with even one business or individual inside the EU. Penalties are steep if not followed.”
To avoid these penalties, businesses need “data sovereignty.” This is the “idea that content is subject to governance according to the law of where it is stored.”
The good news is that Axway’s Syncplicity[JM2] supports data sovereignty. The Syncplicity solution provides “built-in location control that gives customers the choice of where their data is stored.” This helps with governance controls. Note that “zero content knowledge is a mandatory requirement for a GDPR-compliant CCP solution.” This simply means that a vendor “encrypts customers’ files so they can be read ONLY by the customer.”
To meet GDPR requirements, companies must have a solution in place that supports which data can be accessed and shared—end of story. Many EU-based companies usually have their data on site. This allows them to keep private data within the EU.
Ransomware is no joke! Back in the day, ransomware was an easy way for small-time crooks to steal information. They have now become savvier (sadly) and are now a serious threat to organizations that are not protected. Ransomware doesn’t take your data. They go one step further and they encrypt it. This means the owner cannot use it. This is a disaster all around if you’re not protected.
A company-wide CCP solution helps to get rid of ransomware threats. Note, no option can stop ransomware all together, but it helps to make the attack irrelevant and mitigate the loss for your company. “Syncplicity aids in ransomware mitigation across industries.”
With a CCP solution in place, you can replicate and restore files back to where they started in the first place. This solution supports quicker retrieval times, as well as reducing costs and lost income.
4. Cloud vendor lock-in
What is a cloud vendor lock-in? This happens when “a company that has moved part of its business to the cloud and now they can’t move out because migration will be too painful.”
A company should only consider CCP solutions that are “decoupled from storage choice.” A good example is the GDPR. Companies that used US data centers are now required to have their data stored in the region that they are based.
5. External sharing
External sharing is a big concern if you’re not protected at the highest level. Compliance and security certainly are important factors, but they are not the only ones for a better solution. Usability must be well-maintained for users on both sides of the coin. Companies that share files with other partners need to look for four features to be protected:
• Security and user-friendly external sharing capabilities
• Zero costs for external sharing
• Control levels of trust
• Rights management and DLP controls that prevent content from being shared accidentally
This helps to enable a much smoother CCP solution.
6. Machine collaboration
It’s a fact of life that automation is here to stay. Just go to the corner pharmacy and you end up checking and paying for your own items. Gone are the days of a human doing the work for you in most cases. Companies need to be able to work with automated apps to compete. This is simply a fact of life. This requires a CCP solution that works—and works well.
A company can only work efficiently when automation works in tandem with content collaboration. Syncplicity has improved “operation efficiency, as well as the customer experience, improved utilization, being mobile within existing systems, external sharing which is added to the existing systems, cloud-based distribution capabilities added to existing systems.” All these points help to bring about a smooth CCP solution.
7. Customer success
To have smooth customer success, you need to have the users and IT teams on board. The IT teams will need help understanding the CCP solutions features and what their full agenda is for a smooth transition. At that time, the system is ready for deployment and configuration.
Thanks to Syncplicity, IT-readiness is available to set up security and administrative controls. Further, Syncplicity drives adoption by delivering guidance and support.
The result is you need user adoption for a positive outcome. To have a real digital transformation all around, companies with regulatory, security and supply chain concerns require a CCP solution that works from the ground up.
Be sure to choose a solution that is designed to leverage technology and not hinder it. These are the ideal foundational steps that you need to have in place to bring about a smooth transition.
Read our White Pape rto learn more about the CCP solution.
July 11, 2018 | by Kristie Conner
Syncplicity + Microsoft. Work better. Together.
Enterprises today have had no shortage of options when it comes to content collaboration platforms (CCP), formerly enterprise file sync and share (ESFS). In recent years, the explosion of the cloud has increased that number dramatically as cloud-based storage and collaboration solutions saturate the market. And when it comes to cloud office solutions, there is no one company more ubiquitous in the enterprise than Microsoft. Today, eighty percent of the Fortune 500 is on the Microsoft Cloud, which means many of those companies are using Office 365 —management and collaboration platform — to the tune of over 60 million monthly active user and rising.
Microsoft Office 365 offers a lot, some would argue maybe everything a company needs – cloud productivity apps -- such as Word, Excel, and PowerPoint; collaboration services like Skype and OneDrive Business, their file storage service in the cloud. Office 365 offers great capabilities across many applications for one to one collaboration and saving files the the cloud.
Challenge #1: When do you need something more?
One of the nice things about Office 365 is the breadth of solutions that it provides. When it comes to content collaboration or cloud file sharing some will use OneDrive for storing their Office 365 documents and sharing with a team member.
But, there are times when it’s not enough. – when the organization has complex requirements and use cases. Whether it’s a mobile workforce – like a pharmaceutical company that needs secure access to files from any device, anywhere or a manufacturing company that needs to securely share large files seamlessly, continuously with third parties. It’s not just about the experience, but what the experience is hiding from the user – ensuring that security requirements are met, helping ensure data sovereignty across regions, integrating with legacy infrastructure, or where the data is stored – on-premises, public or a private cloud.
Syncplicity offers seamless integrations with Office 365, providing a comprehensive solution for both team collaboration and more extensive and secure content sharing and management capabilities for power users, or knowledge workers who need to securely share large files with partners, vendors or suppliers. To learn more, click here.
Challenge #2: Where’s the data?
One of the most common challenges across large organizations is file management. As companies evolve from traditional enterprises that relied on on-premises systems to a digital company moving more and more into cloud, the amount of complexity around file management increases. As cloud-only solution such as Dropbox and Box entered the market, we started to see a commoditization of file storage.
This has created an endless number of options for departments and teams to choose from — creating a tangled mess of departmentally-driven solutions that don’t align with IT security requirements, create silos that slow productivity, and add unnecessary complexity to the simple task of sharing a file. When was the last time, you received a notification in your inbox to accept a file share from someone, only to have to download an application or sign up for an online service simply to access the shared file?
Syncplicity abstracts the complexities of file storage that you can focus on what matters most...the content. As a “storage agnostic” collaboration platform, Syncplicity allows you to share and access content anytime, anywhere regardless of where the files are stored – on-premises, cloud even geographical location. By decoupling file storage from collaboration, enterprises who have a complex infrastructure have options to meet their unique needs now and into the future.
If you are an Office 365 customer and want to store some of your Office files on-premises, we give you that option while keeping your less sensitive files in the Azure cloud. Many of the leading storage options such as Dropbox and Box provide great storage capabilities, but don’t offer you storage choice. Security is a driver for why our customers love to use Syncplicity for enterprise-wide file sharing and collaboration or to ensure hyper-sensitive data like financials, customer data is secure and protected. Our centralized approach —built with next-generation global content protection and security controls in mind — ensures IT has central control and accessibility to all content to ensure compliance standards such as GDPR are adhered at all times.
Challenge #3: Power Users + Sensitive Data
Another piece of feedback we’ve heard from our customers on their experience with OneDrive is that it designed for saving and working with Microsoft files in the cloud. Where things start to falter is when you want to securely share a file with multiple people or with entire groups outside of the company. As a result, users start to look for workaround and alternative solutions to get what they want ranging from email (if the files are small enough to send) to extreme measures like mailing whole hard drives with sensitive information.
Additionally, one of the biggest fears with Microsoft extending its reach into the cloud is the notion of vendor lock-in. Before the cloud and a number of productivity tools at your disposal, there was Microsoft Office. That was the only game in town. Fast forward to today, we are seeing companies who have invested in the Microsoft Cloud trying to not fall into old habits and are trying to keep their options open for the sake of agility and flexibility.
We believe that the Syncplicity integration with Office 365 addresses those concerns and more, creating a unified digital workspace that is powerful and secure, while flexible enough to work with any type of unstructured data across the enterprise, beyond files on the desktop.
A match made for enterprise collaboration!
When it comes to team and company productivity, you don’t want the data to get in the way of your success. Today’s cloud storage solutions simply add unnecessary complexity to an already complex scenario. The smart way to approach content and collaboration is to focus on what fuels team productivity — easy and secure access to content when you need it.
Office 365 serves as a solid foundation that offers a complete set of productivity tools. But if you are struggling to support more complex use cases such as the need to share valuable information in a secure fashion, the ability to share content with multiple groups both internal and external, or have strict requirements around security and compliance — Syncplicity offers the best integrations with Office 365 in addition to additional capabilities, flexibility, and security today’s digital enterprises require.
Learn more about how Syncplicity + Office 365 helps drive productivity and innovation?
April 11, 2018 | by Kristie Conner
The changing face of Enterprise File Sync and Share
The content collaboration platform (CCP) market, formerly enterprise file sync and share, is going through a period of rapid transformation. CCP is a key building block for digital transformation as enterprises look to modernize their infrastructure to power a modern, digital workplace. Some, CCP solutions are providing enterprises with a path to modernize their infrastructure and realize the productivity benefits of a secure mobile, digital workforce while ensuring data is stored securely and in line with changing data protection regulations. True digital transformation requires unlocking unstructured data from within legacy infrastructure – home directories, group shares and making it easily accessible to enterprise users from any device, anywhere while offering security and a feature rich CCP solution.
For CCP solutions to truly enable digital transformation – businesses need to understand their infrastructure and security requirements and then map to the right CCP solution. Whether from an application or infrastructure perspective, CCP solutions will need to adapt to ensure their place as strategic and competitive tool for today’s businesses.
The Digital Workplace
As businesses look to capitalise on the productivity benefits of modern technologies a key trend has been mobility and BYOD. CCP vendors continues to prioritise the “anytime anywhere” working model, enabling the digital workplace while giving senior-level executives peace of mind around security and governance. CCP providers that specialise in hybrid options allow businesses to easily align their data storage with their business needs – whether on premises, in the cloud, a private cloud or a combination of the three.
The digital worker requires seamless access to content “anytime anywhere” on any device regardless of where it resides in the enterprise, but they also require integration with popular user productivity tools like Microsoft Office 365. Modern EFSS providers are not only providing the infrastructure for secure mobile access, but collaboration functionality that improves productivity.
Additionally, as cloud solutions play an increasingly large role, a progressive CCP solution will need to ensure that enterprises maintain flexibility, something that can be achieved through hybrid cloud solutions. Not all data is created equal and large, global corporations need the flexibility that comes with a hybrid cloud offering, allowing them to customize their environment, combining public or private cloud and on premise, without sacrificing usability.
An Infrastructure for Tomorrow – Security, Compliance and Data Protection
With uncertainty still surrounding data protection and compliance enterprises are operating in an increasingly complex environment. One such example is Privacy Shield that was recently approved to replace Safe Harbour. The one certainty is that businesses operating within Europe need to have a fine-grained understanding of what data they are collecting and the geographical regulations that apply to that data. To achieve this -- business are changing the way they evaluate new technology such as cloud, and how which their data is accessed and shared.
CCP can provide an answer. By providing a consolidated modern storage platform, CCP addresses the issues of distributed, costly and insecure legacy storage solutions, delivering a secure and compliant way to manage and store data. CCP solutions which enable infrastructure modernisation will also support enterprises in meeting the most stringent security, governance and IT administration requirements and avoiding costly fines for non-compliance.
And it’s not just being compliant that companies need to worry about. As more global enterprises become victims to ransomware attacks and business leaders become increasingly nervous, EFSS providers can support organisations with real-time backup, multi-folder sync features, retention policies and recovery plans.
The CCP market is evolving to address an increasing number of business requirements to improve collaboration across the digital ecosystem and infrastructure modernization, while ensuring data is secure. Organizations are looking for vendors who integrate with office productivity solutions, like Microsoft Office 365 and connect to back-end content repositories to provide access to content that was previously not available unless you were behind the fire wall. Though integration, whether with applications or infrastructure, CCP can support the modernization of the workplace as a critical component to digital transformation in the modern business.
To learn more read: Gartner Magic Quadrant for Content Collaboration Platforms.
September 10, 2014
“Showing” the Way Makes IT the Hero
Our IT community has long been held captive by requirements to “tell” end users what to do. Use this app, don’t use that one. Read the 20-page manual.
But the new shapes and forms of software are changing how end users experience technology. Well-designed software is “showing” them what’s possible. They are swiping and downloading apps on their own. And they are enticed by a multitude of application choices, making it even harder to accept being told what to do.
An opportunity awaits for IT leaders with the foresight and willingness to adapt to a new role. When IT takes a leadership position to provide users with authentic experiences that fulfill their pressing needs, IT will be viewed through a new lens. They will be the heroes, not naysayers, while still protecting their organization and managing costs.
But this IT transformation cannot happen unless all three sets of interrelated stakeholders approach things differently.
First, as vendors, we must design and build software differently. Rather than heavily load on features, we must hide complexity and make the most frustrating daily tasks incredibly simple. Instead of expecting users to train on software, intuitive design should let them naturally peel away only what they want, or go as deeply as they want.
Second, IT must adapt from enforcing the use of required apps, to thrilling and compelling users to gain value from the application. It will no longer be acceptable to assume a go live date met, or a list of features included, make an application successful. The single most important metric for IT and vendors alike will be end user engagement.
Third, end users should keep an open mind about what to expect from their technology at work. A change is underway that will move enterprise software productivity ahead of what users can do with consumer apps. Let go of the idea that the best apps are those you find on your own, at home. Prepare to be surprised.
As behaviors across these three groups evolve, many new and different experiences await. For IT especially, there is an opportunity for significant repositioning. It will take new skills (marketing), new job titles (customer success managers), and a rethinking of what matters (end user engagement). But as IT provisions and drives use of productivity tools that intuitively deliver value, IT will become the hero. And they’ll do it by showing users the way, not telling them to follow it.
July 31, 2014 | by Syncplicity by Axway Team
Meet Our New iPhone App (and prepare to fall hard)
We’ll tell you right now. The second you open Syncplicity by Axway’s new iPhone app, it’s going to be love at first swipe.
Our secure, enterprise file sync and share solution has always featured a consumer-grade UX users love. That’s why Gartner referred to our “modern UI” and “enhanced user experience” in naming us 2014 Magic Quadrant leaders. But our new iPhone app sets the UX bar even higher. Way, way higher.
In building this app, we set out to innovate in three key areas: beauty, efficiency, and power.
Beauty: The app is visually stunning and personalized from the very first time you use it.
Efficiency: We have designed innovative ways to navigate vast amounts of information and access features with the simple swipe of the thumb.
Power: We have packed an enormous amount of functionality into a very small device without making it complicated.
Through radical design innovation, we’ve created a fresh, elegant interface that’s as attractive and easy to use as it is powerful. New globally recognized avatars help orient the user throughout the app, and a three-panel main screen view brings unprecedented function and form to the iPhone’s limited real estate.
- With “predictive insights,” our new app knows what you want to do even before you do, making it super simple to share files, see who’s viewed them, and send reminders.
- An activity feed tells you when collaborators update files or folders.
- You can create and share audio and video files.
- You can annotate PDF documents and edit MS Office files from inside the app.
- With a single swipe copy a file to mulitple folders.
Bet you already want to meet our new app. No problem. We’ve set it all up.
Watch our 36-second Love at First Swipe video.
April 17, 2014 | by Syncplicity by Axway Team
Riddle me this.
We’ve been cooking up some cool new content that we’d like to share with you.
Take a guess at what we’ve got in store. Here’s a hint…
What do you do to become light but not bright?
To move the largest of things with the lightest of touch?
And to hold all that you need in the palm of your hand,
ready to use but never to lose?
ANSWER: You GO LITE, of course, with Syncplicity by Axway. See how!
March 26, 2014 | by Syncplicity by Axway Team
The Three Stages of File Sharing
The use of enterprise file sync and share applications has seen tremendous growth in the past year. A December 2013 ESG report noted that 42% of organizations have IT sanctioned and company-funded file sharing applications – a sizable increase from the 28% just one year earlier. Clearly, the promise of these platforms - secure and easy viewing, sharing and editing of enterprise content – has grabbed the attention of forward looking organizations looking to enhance workforce productivity.
With this industry in a stage of tremendous growth, we thought it would make sense to take a deeper dive into the issues customers have experienced as they explore and deploy file sync and share technologies.
In our experience at EMC Syncplicity by Axway, we’ve seen three distinct evolutionary stages in enterprise file sharing. The first is completely end user-centric, often at the disadvantage of the cautious IT department. This stage is marked by a demand for convenience above everything else. The second stage prizes security and compliance, almost always at the expense of user convenience. The third stage – by far the most critical for enterprises – is when these two stakeholders reconcile their differences for mutual benefit, and adopt a solution that satisfies their diverse needs.
Stage 1: Convenience at Any Cost
It’s no secret that technology users have embraced popular public cloud-based services in their work and personal lives. Obvious examples are social media applications such as Facebook, Twitter, and LinkedIn, email services such as Gmail and Yahoo, and note-taking applications such as Evernote. These services are intuitive, easy to use, and are readily available at no cost to users on their desktops, laptops and mobile devices – a consequence of the “bring your own device” (BYOD) phenomenon. Users now expect all the work applications they use to be just as intuitive, easy to access and engaging.
The drawbacks to the enterprise, in this stage, need little explanation. Most organizations do not want their employees storing critical data in the public cloud. These applications do not meet the stringent regulatory compliance standards for transmitting or sharing critical data. To put it bluntly, these services may be convenient, but they are rarely up to IT snuff.
Stage 2: Security Brings the Hammer Down
As the pain of stage one becomes clear to IT, we enter a second stage mired in the “us versus them” paradigm. IT departments, fearing the risk to their organization’s most important asset – data –and facing mandates to comply with corporate and government regulations, are reluctant to give employees access to certain applications that require storing and accessing information on public clouds. IT departments have experienced too many data leaks or exploits through breaches or cyber espionage and it’s no surprise that a whopping 95% of organizations who use public clouds are searching for alternative data storage methods.
It’s at this second stage that IT quashes the use of purely public file sync and share platforms, pushing users to adopt older, more traditional file sync and share or FTP solutions that are slow, clunky, difficult to use and add, at least from the user’s perspective, very little value to their work. In the second stage, users start to rebel, taking matters into their own hands by downloading these banned “shadow IT” file sharing solutions, essentially returning the company to the first stage.
Stage 3: Hybrid Cloud Reconciliation
It’s at this third and final stage that users and IT find the solution that meets their collective needs. Specifically, users get a simple and easy-to-use platform, while IT departments can enforce strict policies on who can access what document when and where, and can dictate that certain data be stored on-premises, thereby avoiding the security and/or compliance headaches that can occur with a purely public cloud deployment. We call this the hybrid cloud model: it gives customers a choice to store their data in the public cloud or on-premises. Instead of file sync & share provider dictating where the information is stored, IT departments drive the decision making process, but maintain the support of end users by providing an ideal app experience regardless of the targeted storage backend.
At EMC Syncplicity by Axway, we’re working hard to help our customers bypass the first two stages – which are fraught with infighting, security and compliance challenges, low usage rates, and a significant reduction in productivity. Our customers require a solution that breaks the mold of the “security versus user experience” false dichotomy. Businesses demand simple and secure file sharing solutions in order to realize the full value of the app-based sharing economy. Any platform that does not satisfy the key demands of both users and IT departments inevitably falls short of the core promise of enterprise file sync and share and will never be fully adopted – and our customers cannot afford to be in that situation.
March 7, 2014
The Syncplicity by Axway Go Lite Challenge is now “concluding”
We asked dozens of people within the Syncplicity by Axway team to challenge themselves for 30 days to only take a mobile device to meetings and leave their laptop at the desk. Or at home! The challenge was to experience first-hand what it’s like to rely only on a mobile device for everything from content consumption to editing.
Truth be told, I got a head start. The idea was hatched over the holidays and I started doing it almost immediately, well before our new mobile apps were launched.
Some of you probably saw my earlier tweets. And probably also saw that after a few weeks I slowed down on my “Go Lite” tweets. It turns out, this was not because I lost interest in the challenge. Quite the contrary! “Going Lite” became so deeply ingrained in how I did my work that I completely forgot I was taking a challenge!
And, that’s why I said the challenge was “concluding”—for me and many of you I know it will now be business as usual. I have no intention of going back.
So what did I learn from my experience?
What I liked the most…
- It really was “light”. I know many people carry Macbook Airs or other super light laptops, but not me. As a marketing processional I still require the processing power and screen real-estate of a 15 inch macbook pro for “power” work. So carrying an iPad to meetings and business trips was a real pleasure.
- No wires. Ever notice how much time is spent at the beginning of a meeting with people jockeying for table space, extension chords, power strips, etc? It was a real pleasure to just sit down and get started!
- I could easily present PowerPoints. Just because I didn’t have a computer didn’t mean I couldn’t present a deck. It was easy to do without having to launch multiple apps because of the embedded editor in Syncplicity by Axway for ipad.
- I could easily collaborate. I could collaborate with files using Syncplicity—including accessing and editing files, taking notes, sharing photos of white boards, and recording audio. I could also access shared presentations with Webex for iPad, check my email (I know… I am sure none of you check email during meetings.. it’s just me), get text messages for urgent issues, reference websites, log to do’s, etc. I was fully productive and collaborative!
Of course, if mobile devices could replace laptops 100% then laptops would no longer exist.
Here are some things that challenged me…
- Heavy-duty content creation. Anyone who has seen a Syncplicity by Axway deck knows we take design seriously, and that include animations. Building complicated decks still called for a larger screen, a mouse, and a keyboard. Not to mention movie editing (nobody will ever accuse me of not being hands on!).
- Heavy-duty multi-tasking. When creating complicated documents (presentations, documents, etc.) I learned to appreciate the convenience of having multiple windows open on a large screen and being able to cut/paste between documents and apps.
- Any meeting requiring an enterprise app that is poorly adapted to mobile. I am not going to name names, but if you are an enterprise app its time to create a first-class user experience on mobile. Your users want to do more than access reports and dashboards on their mobile devices. You know who you are.
- Falling trees and other non-workplace hazards. Ok, you might wonder if a tree falling in a forest makes a sound when nobody is around. But, I can assure you that it does when you are working on files right next to where it falls! Even a seemingly small palm tree (see image). So, when you “go lite” and are untethered from your office, cube, or desk just be aware of your surroundings!
The Go Lite challenge showed me first hand how so many “work streams” in our daily routine do can now be done entirely on mobile devices. But that doesn’t mean all of them can.
Some work streams require vendors to take a “mobile first” approach—where vendors need to understand that their user is now most often mobile, and accessing the app on a mobile device, so everything about the app and user experience needs to start with “mobile”.
A growing number of work streams require a “mobile only” approach—the end user is always mobile and requires capabilities that leverage features only available on mobile device (e.g., camera, microphone, location awareness, proximity awareness, touch screen, etc.)
For a growing minority of apps, it’s still acceptable to follow a “mobile also” approach when the primary use case requires the processing, screen, and user input characteristics of a desktop or laptop. But new mobile devices are starting to close those gaps. And, enterprise vendors that are still building “mobile also” apps for mobile users will need to wake up soon!
Thanks again to everyone inside Syncplicity by Axway, EMC, and many of our customers and friends that took the Go Lite challenge. This was as much about learning as it was to have fun. And we hope you did both!
Head of Marketing