Top trends in enterprise file sharing

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Intralinks hosted a webcast with IDC that discussed the top trends in enterprise file sharing. Learn how businesses across all industries are adopting file sharing in our presentation. …

Intralinks hosted a webcast with IDC that discussed the top trends in enterprise file sharing. Learn how businesses across all industries are adopting file sharing in our presentation.

For more information about trends in enterprise file sharing, view our blog post here: http://www.intralinks.com/us/blog/2013/07/18/top-trends-enterprise-file-sharing

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  • 1. Top Trends in Enterprise File Sharing Chandana Gopal ResearchManager Business File Sharing
  • 2. Agenda  Growth in file sharing  Challenges with sharing in a business context  Definition of business file sharing  A real-world use case  Trends in Business File Sharing  Recommendations © IDC Visit us at IDC.com and follow uson Twitter: @IDC 2
  • 3. A viral growth pattern to adoption File Sharing has followed the adoption pattern of popular social networking sites 600 60 200 50 900 100 462 95 1100 200 555 170 Facebook LinkedIn Twitter File Sharing © IDC Visit us at IDC.com and follow uson Twitter: @IDC 3
  • 4. Files Are Everywhere In Our Lives  We share moments of our lives with our family and friends with files  Consumers use services like Dropbox, Google Drive, Microsoft SkyDrive, and iCloud to store personal files  People have used personal file sharing services to share large files • A local dance studio uses Dropbox to send music home for students to practice • Demo recordings are accessed by clients via Box • Homework assignments are all done on Google Drive.  Files hold the content we communicate to market, sell, explain and support customers 4
  • 5. Files Are the Context of My Digital Life © IDC Visit us at IDC.com and follow uson Twitter: @IDC 5 Friends Family Colleagues Acquaintances
  • 6. I Control Access To My Files Across These Different Groups © IDC Visit us at IDC.com and follow uson Twitter: @IDC 6 Friends Family Colleagues Acquaintances
  • 7. Similarly, In A Business Context…I Need To Control My Files © IDC Visit us at IDC.com and follow uson Twitter: @IDC 7 Colleagues Contractors Customers Partners
  • 8. © IDC Visit us at IDC.com and follow uson Twitter: @IDC 8 At work we live at two extremes that are hopelessly obsolete We cannot share – or we share without any control Modern business requires us to control how we share
  • 9. In Most Businesses, there Is a HUGE Disconnect Between… …What I need to do…  Share my work with my business network • Contractors • Customers • Partners • Business service providers  Work on large files • Video • Large #s of files • File packages & folders  Share anywhere using mobile  Control what I share and who I share with … And what I am forced to do  Sharing is an “employee” thing or a VPN thing  Other than that, sharing is using email, which isn’t sharing at all!  Files larger than my email system accepts have to be sent via • USB drive • Consumer service • FTP  No control over sharing privileges, which means NO SECURITY © IDC Visit us at IDC.com and follow uson Twitter: @IDC 9
  • 10. Business File Sharing Cloud Software Definition Cloud software that allows:  Sharing across multiple devices owned by the same person  Sharing across multiple people in virtual teams  Users to have administration capabilities  Easy set-up by the modern business worker © IDC Visit us at IDC.com and follow uson Twitter: @IDC 10
  • 11. File Sharing Services Align With Modern Workers And The Modern Enterprise  With File Sharing, we can: • Work anywhere • Collaborate inside and outside the enterprise with virtual teams assembled based on skills and availability • Always available content on any device • Supports a mix of personal and enterprise-owned devices to perform job • Work on projects that cover a spectrum of confidentiality requirements  In other words, file sharing supports what modern workers need to do their jobs well © IDC Visit us at IDC.com and follow uson Twitter: @IDC 11
  • 12. Email Versus File Sharing  Email is the most common method for sharing files within an enterprise and between virtual teams • There is no control over the confidentiality, security and privacy of the email and its attachments • There is no workspace and file management is chaotic, and versioning is impossible • We are increasingly working with multimedia files that are larger than email attachment size limits  Enterprises are rapidly adopting business file sharing services to solve these problems © IDC Visit us at IDC.com and follow uson Twitter: @IDC 12
  • 13. Case Study An Executive Networking Firm Requirements: • Needed to collaborate with many external parties • Had to exchange large video files • Had to allow access and revoke access to files • Needed versioning on files • Needed a reliable & easy-to-use solution Email or content management systems could not satisfy any of those requirements! © IDC Visit us at IDC.com and follow uson Twitter: @IDC 13
  • 14. Top Trends In Business File Sharing Services  Incorporating more business oriented features  Designing services for different roles within an enterprise  Integration with process automation  Improving performance on mobile devices © IDC Visit us at IDC.com and follow uson Twitter: @IDC 14
  • 15. File Sharing Adopts More Business Oriented Features  New features align with the business requirements: • Security • Administration • Collaborate • Visibility and reporting • APIs and integration with core enterprise services © IDC Visit us at IDC.com and follow uson Twitter: @IDC 15
  • 16. Different Roles Within Businesses that Share Files © IDC Visit us at IDC.com and follow uson Twitter: @IDC 16 Author Editor Reviewer Viewer  Heavy document editing  Works mostly on a computer  Heavily uses desktop sync  Moderate document editing  Toggles between file system and browser UI  Sets tasks for author for review  Light document editing  Uses mobile device and browser to review files  Needs ability to sign-off  Uses mobile device and browser for viewing  Viewing without download is advantageous  Guest access Desktop Sync Mobile and Browser
  • 17. Integrating File Sharing With Process Automation  Managing content in one location, which is accessible by a virtual team that includes trusted external team members  Integrating processes to the content as needed to support efficiencies and application requirements © IDC Visit us at IDC.com and follow uson Twitter: @IDC 17
  • 18. Improved Security On Mobile Devices  Integration with mobile device management vendors to separate business and personal files on the same device  Improving security of files on mobile devices  Integrating files with applications on mobile devices © IDC Visit us at IDC.com and follow uson Twitter: @IDC 18
  • 19. Recommendations  Email is the least secure application within your organization. If you have teams working on confidential projects using email, you should consider file sharing services as a replacement • Many organizations are considering data loss prevention as way to make email more secure. File sharing is a cost-effective first step  Large files that have to be exchanged between team members. File sharing provides: • a cost effective alternative to using courier services andUSB drives (slow and expensive) • FTP (unreliable and complicated) • Consumer services (no control over what is shared)  File sharing is optimized for virtual teams • If you find that you have a large number of contractors and partners, then a file sharing solution is logical to adopt © IDC Visit us at IDC.com and follow uson Twitter: @IDC 19
  • 20. Thank You © IDC Visit us at IDC.com and follow uson Twitter: @IDC 20 www.intralinks.com