Huddle Sync - Intelligent File Sync


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As mobile devices & remote working practices become more prevalent in today's organizations, an increasing number of workers are using consumer file sharing tools to ensure they have access to the latest version of documents.

However enterprise requirements are very different to individual preferences when establishing which tools to use.

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Huddle Sync - Intelligent File Sync

  1. 1. Huddle Sync: Intelligentfile synchronization for theenterprise
  2. 2. Huddle Sync: Intelligent filesynchronization for the enterpriseTABLE OF CONTENTS1 The corporate content ecosystem1 Cloud-enabled file sync across all devices 1 Enterprise challenges with consumer file sync tools 2 Full transparency and audit trails 2 Centralized control 2 Digital islands and information silos 2 Large data volumes3 Huddle Sync: The first enterprise file sync platform 3 True enterprise-grade security and availability 3 Easily manage access and permissions 4 Predictive analysis eliminates information silos and search 4 Huddle Sync isn’t evolutionary - it’s revolutionary4 About Huddle 4
  3. 3. THE CORPORATE CONTENT ECOSYSTEMUntil several years ago, most or all corporate files resided locally within a company’sdata center or on local desktop hard drives, which limited worker mobility. However,over the past decade there has been a shift from storing and managing local filesand applications to leveraging the efficiencies of “the cloud”— a term that broadlyrepresents file and application access over the web. This has ushered in radicallydifferent ways to communicate and interact with content wherever, whenever andhowever workers desire.Driven by consumer demand, highly mobile, cloud-enabled endpoint devices suchas tablets and smartphones are entering business IT environments. These enableworkers to conduct a wide range of personal and business activities while on the go.This shift is forcing IT departments to rethink traditional data infrastructure strategies toaccommodate mobile devices. Consider the growing market for mobile devices: ■■ The smartphone market is currently larger than the PC market ■■ The global number of smartphone users is predicted to exceed two billion by 2015 ■■ More Apple iPads were sold in Q4 2011 than sales of any manufacturer’s entire PC line ■■ 78% of enterprises plan to have tablets deployed by the end of 2013As workers continue to embrace mobile devices, more business data will be accessedoutside of the office, across a wide range of devices. Businesses that maintain atraditional data infrastructure without a cloud or mobile strategy may face non-trivialchallenges compared to competitors who are moving towards more highly scalable,ultra-secure and multi-tenanted cloud services.CLOUD-ENABLED FILE SYNC ACROSS ALL DEVICESRecently, the cloud has expanded from consumer, web-based Software-as-a-Service(SaaS) - such as Flickr or Vimeo - and cheap, scalable Infrastructure-as-a-Service(IaaS) - like Amazon Web Services or Rackspace - to encompass the entire IT dataenvironment. As the central data repository, the cloud can power file and applicationaccess across all devices, keeping them all in sync.Sync tools are not new to consumers. For Apple users, iCloud has enabled seamless,automatic synchronization of photos, music and contacts across all supported devices.For example, if you take a photo on your iPhone, the photo will be almost instantlyavailable on your iPad. The concept is simple: no matter where you are or what deviceyou’re using, you have access to your content.File synchronization combines the familiar user experience and offline capabilities ofkeeping applications and data local, with the centralized, access anywhere, cross-platform benefits of SaaS web apps. Due to their simplicity and convenience, it is nosurprise that consumer file sharing tools are very popular for syncing personal filesbetween devices.However, workers are increasingly using consumer file sharing and contentmanagement tools in conjunction with personal devices for storing and sharing business REFERENCESfiles. This raises a number of issues, including security, permissions and compliance. [1] Parks Associates. Smartphone: King of Convergence (Second Edition). Dallas: Parks AssociatesENTERPRISE CHALLENGES WITH CONSUMER FILE SYNC TOOLS [2] Menn, J. (2011, February 8). Smartphone shipments surpass PCs. Financial TimesEnterprise requirements are very different to individual preferences when establishingwhich tools to use for file sharing, content management and collaboration. What works [3] Apple, Inc.for consumers at a personal level is unlikely to work for an enterprise with thousands [4] Dimensional Research. Enterprise iPadof employees, important permissions and access protocols, and complex security and and Tablet Adoption. Sunnyvale: Dimensional Researchcompliance requirements. 1
  4. 4. A successful enterprise content management strategy focuses on sharing informationand collaborating on content with large groups of people, while maintaining the securityand control over corporate data.FULL TRANSPARENCY AND AUDIT TRAILSIT security officers at large corporations demand a much higher standard of securityand visibility than consumer tools offer. In a collaborative environment, full audit trailsare a useful tool for tracking which user made specific changes to files. For largerenterprises and government organizations, audits become an essential security controland are often required for legislative compliance. Consumer file sharing tools lack audittrail visibility because they are typically not needed for only one or a few users.Workers joining, leaving and changing roles is fairly infrequent in small businessesand the changes can usually be handled on an individual basis with consumer or SMBtools. However, as a business grows, it becomes harder to efficiently manage this typeof change. At enterprise scale, hundreds of workers are moving in, out and aroundthe organization regularly. This requires seamless IT operations, which may includeintegration with management systems and automation for document access andworkflow management.CENTRALIZED CONTROLWith consumer file sharing tools, an administrator can explicitly list people with whomthey would like to share a document. At enterprise scale, this approach becomesunmanageable.To maximize the value of intellectual capital within a large organization, file sharing andcollaboration must happen in relation to teams and roles, rather than named individuals.Large quantities of files will need to be shared with groups via dedicated workspaces.For example, the sales team or a team focused on a particular project.At enterprise scale, administrators need to have the ability to limit access to content byindividual, role or team. By doing so, workers will only have access to the content thatis appropriate to them and can interact with it in a way that aligns with their duties. Thisapproach also helps to ensure that content remains secure. Consumer tools are notdesigned to facilitate cross-enterprise sharing or offer fine-grained controls over whatactions each group of users can perform on an item.DIGITAL ISLANDS AND INFORMATION SILOSA frequent irritation for custodians of corporate data is when business data —typicallyowned by one team or department — exists in its own silo. No one outside of the team(including IT) has access to it.As a result, content discovery is virtually impossible and effort may be duplicatedacross the business as workers recreate documents that already exist. Informationsituated in silos also presents a serious security and compliance challenge for IT as itcan’t manage and secure the flow of data in and out of the company. Although relevantand useful content exists across the enterprise, consumer sync tools fail to provide anymeans of accessing or managing it securely.LARGE DATA VOLUMESConsumer file sync tools allow users to synchronize a few gigabytes of files betweendesktops and laptops. Users can then typically select a subset of those files to beavailable on mobile devices. For small teams, several gigabytes might be manageable,even if the users have to manually select the files to synchronize. 2
  5. 5. However, the enterprise data store can be many terabytes. This is particularly trueif the organization has succeeded in gathering useful content (representing valuableintellectual property) from people’s local hard drives and email inboxes and madethe data available in a central store. Synchronizing the entire corporate data store toeveryone’s desktop isn’t typically possible due to the size and quantity of data—onlya portion of which might be relevant to the individual. It’s even more problematic formobile devices due to storage limits and data costs.Consumer sync tools are great for providing access to documents at an individual level,but they lack the security, scalability and intelligence required for the enterprise. Thesetools represent a costly data loss time bomb waiting to happen. Savvy enterprisescan look at next-gen file sync tools built from the ground up for large businesses andgovernment organizations with many users and large data sets.HUDDLE SYNC: THE FIRST ENTERPRISE FILE SYNC PLATFORMNow in private beta and to become standard as part of Huddle software, Huddle Syncmakes true cross-enterprise file synchronization possible for the first time. It’s the firstintelligent enterprise file sync platform that has a recommendation engine to predict thefiles that workers will require from across the entire data store. Huddle Sync’s patent-pending push technology then automatically and securely delivers the latest versions toworkers’ desktops and mobile devices.As workers always have the latest version of important documents on their Huddle-enabled devices they can view files and collaborate in real-time, enabling them to workanywhere, anytime, even offline. For CIOs and IT, data is no longer allowed to flow freelyacross the firewall onto consumer devices without oversight. True enterprise sync is nowa reality, and for the first time the needs of both workers and IT are met.TRUE ENTERPRISE-GRADE SECURITY AND AVAILABILITYHuddle has been built to meet strict security and availability requirements and is trustedby central governments and Fortune 500 corporations to store sensitive, classifiedinformation. All transmissions to and from Huddle, including sign-on, are encrypted at256-bit through SSL via HTTPS. Content is also stored as encrypted data in maximum-security data centers.Huddle offers CIOs and IT administrators a 360° view of data with complete audit trailsand full transparency into where data is stored, who has interacted with or synced dataand when. For added security, in the event that a device is lost, stolen, or if an individualleaves the company, Huddle Sync enables IT to remote wipe Huddle data from endpointdevices.EASILY MANAGE ACCESS AND PERMISSIONSThe workspace model is a core part of what makes Huddle work at enterprise scale.It allows large groups of people, departments or businesses to collaborate easily andsecurely on content. Huddle’s permission groups and granular, folder-level controls givegreater flexibility in both permission settings and ongoing permissions management.Users can be easily and automatically added and removed from groups andworkspaces, eliminating the need for manual user management. Huddle also integrateswith Active Directory for effortless user authentication.Additionally, as Huddle Sync unlocks the corporate knowledge base according toexisting access and permissions, workers have visibility of all enterprise content they arepermitted to view — in real-time and on any device. Only files of immediate interest arefully synced. 3
  6. 6. PREDICTIVE ANALYSIS ELIMINATES INFORMATION SILOS AND SEARCHHuddle Sync is powered by patent-pending predictive algorithms. These are linkedto workers’ actions in Huddle and are the result of years spent analyzing data usagepatterns in the system. As a result, Huddle Sync intelligently selects files that will beof most relevance to users for full synchronization. Selected files are downloaded inthe background and mobile users can choose to enable sync over WiFi and cellularconnection or WiFi only. Once content is synced, it’s available across all devices,whether online or offline.Research shows that workers only require offline access to a tiny proportion of theentire corporate data store, so Huddle Sync efficiently utilizes the limited storageavailable on mobile devices. It syncs and downloads only the most relevant files,instead of trying to sync everything. Unsynced files are shown as placeholders, givingmobile users complete visibility of all the files available to them without consumingbandwidth or using local device storage.As Huddle Sync’s recommendations algorithms extend throughout the corporatedata store, Huddle is able to do something previously impossible in the enterprise. Itempowers businesses to recover valuable files and liberates users from unknowinglyduplicating work by automatically discovering and delivering useful content they mightnot have known about. By ensuring that everyone always has the most up-to-datefiles and intelligently managing version conflicts, Huddle Sync reclaims time wastedreconciling file changes.If Huddle users should ever need to find something that hasn’t been synced, Huddleoffers full-text search across all workspaces, together with full API support to allowintegration with other enterprise search products.HUDDLE SYNC ISN’T EVOLUTIONARY—IT’S REVOLUTIONARYHuddle is the first cloud tool to offer enterprise-grade collaboration and contentmanagement features with user-friendly — and seemingly magical — filesynchronization. Huddle Sync’s set of learning algorithms are linked to all useractions in Huddle, enabling it to intelligently select the files of most relevance for fullsync across all Huddle-enabled devices. Whether it’s files created by colleaguesyou frequently work with, documents needing your approval or content you recentlycommented on, Huddle Sync ensures you have access on any device, at any time.ABOUT HUDDLEEstablished in November 2006 and based in London and San Francisco, Huddle is theleader in Enterprise Collaboration and Content Management in the cloud.With Huddle you can manage projects, share files and collaborate with people insideand outside of your company, securely. It is available online, on mobile devices, onthe desktop, via Microsoft Office applications, major business social networks and inmultiple languages. Simply: if SharePoint was built today, they would’ve built Huddle. 4