ILTA Conference 2011 - Biscom Secure File Transfer Technology Demonstration

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International Legal Technology Association (ILTA) 2011 Annual Conference presentation by Biscom Legal Director Charlie Magliato who demonstrated Biscom's leading secure file transfer product for the legal industry.

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  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • IDG recently released a very revealing study regarding companies perceived level of protection from data leaks. IDG identified internal employee mistakes or carelessness as the number one cause by far for data leaks. Yet when IT departments of companies were surveyed they felt the least protected from unintended employee data leaks.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Today law firms face multiple challenges relating to what should be a very simple process of electronic transfer of documents and files form point A to point B. However what should be a simple process has become increasingly complex as files get larger and larger and the potential for data breach is an increasing concern. During our session today we will delve into the technical and legal issues surrounding electronic document exchange with clients, business partners and outside counsel.
  • Biscom’s Secure Document Exchange technology has been specifically designed to meet the demanding secure file transfer requirements of the legal market.
  • Biscom is a leader in the document delivery market. A pioneer in the fax server market, its founder patented fax server technology and introduced it to the market in 1986. Today Biscom fax servers process millions of documents daily in many of this country’s largest companies. In 2003 Biscom launched the Biscom Delivery Server division with the charter to develop the next generation secure file transfer solution. Since then Biscom Delivery Server has achieved wide industry recognition and has been successfully deployed in major law firms as well as leading organizations in industries where security is a priority, including healthcare and financial services .
  • BDS is a secure, manageable file transfer solution that is software only, and runs on pretty much any platform or environment out there. BDS is available as an on-premise or cloud deployment.To send a secure delivery, users simply sign into a Web application or for Outlook users, they compose a new message. Drag and drop the files into the delivery, enter the recipients’ email addresses, and send it off.
  • A lightweight email notification goes out to all the recipients, with a link back into the application.
  • Once authenticated, recipients can view the secure delivery and download their files. All of this is being tracked and senders can see exactly who’s opening and downloading their files. All the data is encrypted while stored in our server as well as during transmission. This is a policy-based application – so you can define parameters around the delivery to help with data governance, automatically route messages securely, but also prevent specific files from being sent, or block certain users or entire domains from receiving deliveries. You can even use your favorite scripting language to build automated processes into your workflows or legacy applications.
  • Biscom Delivery Server is designed to operate seamlessly with Microsoft Exchange to allow users to continue to work in the environment that they are most familiar, with no change to user behavior. Policies managed in the BDS server will determine weather an email is sent normally through Exchange or is re-routed as a BDS delivery. These policies include email attachment size, file type or keyword in the subject line. For emails that are rerouted as a BDS delivery, BDS generates an email notification to the recipient with an embedded hyperlink that directs the recipient to the BDS server to download the attachments. Each step of the way, BDS tracks every transaction and creates a detailed audit trail. BDS also stores only one copy of a file attachment for user access or collaboration. This eliminates the issue of creating multiple copies of the same file in Exchange and can result in dramatic reduction of required Exchange storage.
  • One of the primary use cases for Biscom Delivery Server (BDS) is replacing law firm FTP sites with advanced ad-hoc secure file transfer. Biscom, in collaboration with Adaptive Solutions,further establishes its commitment to the legal market by delivering seamless integration of its advanced secure file transfer technology with Autonomy iManage. BDS for iManage targets law firm litigation and practice groups that transfer large volumes of files from various sources, including documents stored in WorkSite directories. BDS for iManage improves the efficiency of the transfer process by eliminating the need to move WorkSite documents to a local store before uploading to a BDS delivery. In addition, documents contained in incoming BDS deliveries can be imported directly into a WorkeSite folder, inheriting matter centric metadata. BDS for iManage eliminates duplication of WorkSite files in temporary locations that otherwise would be required to support the file transfer process.
  • Users are assigned roles based on their requirements. (click) Most users within the organization where BDS is deployed are assigned the Sender role. Senders can create secure deliveries and track the activity and status of deliveries they have sent or received. When a delivery is sent to a person outside the organization BDS automatically creates a recipient role for that person, eliminating the need for IT to get involved with administering external recipient accounts. (click) Recipients can receive and reply to secure deliveries.(click) Administrators control system configuration and user management, including sender permissions.(click) and individuals assigned the reporter role can access reports that track their individual delivery activity, including when a delivery was viewed by the recipients and when each file was downloaded.
  • BDS maintains detailed transaction logs of delivery activity to meet regulatory compliance and audit for potential data breaches. Comprehensive reporting functions allow administrators to drill down into individual users and see everything that user is doing within the system. The transaction logs are permanently maintained by BDS even after the deliveries are deleted. As Bruce mentioned during his presentation, having this ability to track delivery activity can be instrumental in resolving disputes with adversarial parties regarding confirmation of document delivery.(click) With our most recent release we have introduced a compliance officer role which offers even more insight into user activity. Users who have the compliance role have the ability to access all packages and deliveries in the system for spot checks or audits. The compliance officer role addresses several of the new data breach regulations which require comprehensive, enterprise-wide audit of data transfer activity.
  • BDS also offers Web interface (shown here) which is typically used by practice support staff whose job function requires frequent transfer of high volumes of large files to support litigation and e-discovery demands. The Web interface provides additional delivery options to give senders even more control over how the delivery is sent out and how the sender gets notified. Even on the web, we support dragging and dropping files, integration with the Global Address List, auto-completion of recipients, a secure message, revisions to a default delivery notification message, and checkpoint restart for very large files. The feedback we’ve received from our customers is that it’s a highly functional yet very simple user interface.In our next release scheduled for mid-2010, your will be able to upload documents directly from an Autonomy iManageFilesite directory, eliminating the extra steps of transferring a Filesite document to a local directory and then uploading to the BDS delivery.
  • ILTA Conference 2011 - Biscom Secure File Transfer Technology Demonstration

    1. 1. Biscom<br />The Legal Industry’s Leading Ad-Hoc Secure File Transfer Solution<br />
    2. 2. Agenda<br />Legal Industry Trends Driving Secure File Transfer Adoption<br />SFT Critical Success Factors <br />Biscom in the Secure File Transfer Market <br />Biscom Secure File Transfer Overview/Demonstration<br />
    3. 3. Legal Market Thought Leader<br />Active ILTA Sponsor<br />Regular ILTA Product Briefings<br />ILTA RoadshowProgram<br />2011 ILTA Conference<br />Technology Demo Tract<br />CIO Forum Sponsor<br />Legal Industry Newsletter<br />Press Coverage<br />
    4. 4. 2011 CIO Forum<br />Legal Industry Growth Flat<br />IT Headcount Under Pressure <br />Alternative Fee Arrangements <br />Firms Reducing Costs and Increasing Efficiency <br />Clients Demanding Increased Data Security <br />
    5. 5. Protecting Confidential Client Data<br />Reason for data leaks<br />“How well protected do you feel your company is<br />against each of the following types of data leaks?”<br />
    6. 6. Secure File Transfer Critical Success Factors<br />Meet Security and Compliance<br />100% User Adoption<br />Reduce Cost to Administer<br />Increase Attorney/Staff Productivity<br />
    7. 7. Industry Leading Security<br />3 Tier Architecture<br />Encryption<br />Secure Reply<br /><ul><li>SSL128
    8. 8. AES256
    9. 9. Anti-Virus</li></ul>SS<br />Secure Package<br />Files<br />Folders<br />Message<br />Authentication<br />Compliance<br /><ul><li>Auto Registration
    10. 10. Activation
    11. 11. Second Level PW
    12. 12. Transaction Logging
    13. 13. Compliance officer</li></ul>Integration<br /><ul><li>Metadata mgmt
    14. 14. DLP</li></li></ul><li>AmLaw 100 Firm<br />650 attorney 100 firm<br />Issue<br />Required increased document exchange security<br />HIPPA Compliance Concern<br />Solution – Biscom<br />Strong recipient authentication<br />“The level of security (the previous) service offered, which allowed recipients to forward documents to another person or give someone unauthorized access, was a concern for the transmission of HIPAA data. Biscom’s security level is much more stringent.” Director, Practice & Project Services, AmLaw 100 Law Firm<br />
    15. 15. User Adoption<br />Intuitive for internal and external users<br />Does not impact user behavior<br />Interoperates with best of breed legal applications<br />Document Management<br />Metadata cleansing<br />Data loss prevention<br />
    16. 16. 80 Attorney Washington DC Firm<br />Issue<br />Secure transfer of confidential employee data<br />Solution – Biscom<br />Rapid HR Department adoption<br />“You can securely send whatever confidential employee data you might have – addresses, social security numbers and compensation and benefit enrollment information – by simply clicking on a button in Outlook and pressing send.” Sharon Bovelle, Chief Human Resources Officer<br />
    17. 17. Cost to Administer<br />Eliminates FTP account set up & permissions<br />Ends creation of physical media<br />Reduces help desk support<br />“Set it and Forget It”<br />
    18. 18. 450 Attorney Washington DC based firm<br />Issue:<br />Cost, complexity and security issues of FTP, email & Physical media<br />Solution – Biscom<br />Reduced file transfer costs<br />Improved security and staff productivity <br />“Before Biscom, the litigation team needed IT support for almost every transfer. Now attorneys and administrative staff are nearly self sufficient and require very little IT support…. we’ve seen a 50% reduction in the use of overnight courier services which results in a noticeable amount of cost savings.” Bob Lamy, CTO<br />
    19. 19. Increase Attorney/Staff Productivity<br />No more hassles with email bounce backs<br />Real time verification of receipt<br />Non-repudiation of receipt<br />Bi-directional collaboration<br />
    20. 20. 150 Attorney Chicago based law firm<br />Issue:<br />Using E-mail for large file transfer<br />Solution – Biscom<br />Improved collaboration & firm image<br />Non-repudiation of receipt<br />“It’s a frustratingly annoying process where you breakup information into smaller<br />files and resend multiple e-mails due to a failed receipt. This process not only steals away valuable billing time, it diminishes the collaborative efforts with clients and understates the law firm’s robust technical expertise.” Joel Rothman, Partner<br />
    21. 21. Biscom - The Legal Security Software Leader<br />Secures Transfer of Confidential Client Data<br />Protect Your Firm from Unintended Employee Data Breaches<br />Meet Data Privacy Regulatory Compliance<br />Improves Efficiency & Reduces Cost of Document Exchange<br />Replace High Maintenance, Unsecure FTP<br />Offload Large Email Attachments<br />Reduce Courier/Overnight File Delivery<br />Eliminates need to deploy extranets<br />Facilitates collaboration with Clients and Outside Counsel<br />Highest certification for 5 consecutive years!<br />
    22. 22. What is the biggest issue or challenge facing IT overall?<br />69<br />48<br />47<br />27<br />26<br />25<br />17<br />15<br />1<br />2010 ILTA Member Technology Purchasing Survey<br />
    23. 23. Biscom Secure File Transfer<br />Key Features<br />Biscom, Inc. document delivery since 1986<br />Security division launched in 2003 as “intelligent” secure file transfer solution<br /><ul><li>Software-only architecture - no proprietary hardware required
    24. 24. Data secured “in transit “and “at rest”
    25. 25. Platform neutral – Windows, Linux, VM
    26. 26. Scalable “out of the box” and integrates with your SAN/NAS storage
    27. 27. Easy to use – no changes to user behavior
    28. 28. Premise and cloud based deployment
    29. 29. Precise auditing & transaction reporting</li></ul>Akin Gump <br />Strauss Hauer &Feld<br />
    30. 30. Biscom Leadership, Awards & Recognition<br />Legal Tech Newsletter<br />Sean Doherty Review Legal Technology News<br />American Legal Technology Insider<br />The Legal Intelligencer<br />Peer to Peer Magazine<br />
    31. 31. Three steps to deliver files securely<br />Your senders collect documents and files, and create a package in BDS<br />Your company – Internal Senders<br />External Recipient<br />
    32. 32. Three steps to deliver files securely<br />Your senders collect documents and files, and create a package in BDS<br />Your sender addresses the package and a notification email goes out to your recipients<br />Your company – Internal Senders<br />External Recipient<br />
    33. 33. Three steps to deliver files securely<br />Your senders collect documents and files, and create a package in BDS<br />Your sender addresses the package and a notification email goes out to your recipients<br />Recipients click the embedded link, authenticate, and download their files<br />Your company – Internal Senders<br />External Recipient<br />
    34. 34. How it works<br />Avoiding Large Email Attachments in Exchange<br />Enterprise has established size limits and policies for email attachments<br />Policies based on attachment size, file type, or keyword for secure send<br />Direct Outlook integration, no Exchange connectors or gateways required<br />Re-routing attachments is transparent/seamless to the end user<br />
    35. 35. iManage Connector<br />Streamline SFT for iManagedocuments<br />Upload to BDS directly from WorkSiteSite<br />Import to WorkSite from received BDS deliveries<br />Eliminate duplication of WorkSite documents in temporary file stores<br />
    36. 36. Demonstration<br />
    37. 37. Biscom Advanced Security<br />Secure Message<br />Secure Reply<br />AD Authentication<br />Anti-Virus/AES256 Encryption<br />Permanent Transaction Logging<br />3-tier Architecture<br />Compliance Role<br />DLP/Content Filtering<br />
    38. 38. Performance <br />Upload Applet<br />No File Size Limit<br />Auto Restart<br />Strong Verification of Receipt <br />
    39. 39. Outlook Integration<br />Email Body Sent as Secure or Notification Msg.<br />Optional Message<br />Physical Attachments in Stub<br />“Send Secure” Button<br />
    40. 40. Deployment<br />Multiple deployment options:<br /><ul><li> Server-based (Windows or Linux)
    41. 41. VMware Appliance
    42. 42. Cloud</li></ul>Public-facing, no data stored<br />Business logic, no data stored<br />Data layer<br />
    43. 43. Users are assigned roles<br />Senderscan create secure deliveries<br />Recipientscan receive and reply to secure deliveries<br />Administratorscontrol system configuration and user management<br />Reportersview transactions and audit information<br />
    44. 44. Administrator Can Track & Audit Files Sent<br />Compliance Officer enterprise audit and reporting<br />
    45. 45. Customizable Interface<br />
    46. 46. Deployment<br />Multiple deployment options:<br /><ul><li> Server-based (Windows or Linux)
    47. 47. VMware Appliance
    48. 48. Cloud</li></ul>Public-facing, no data stored<br />Business logic, no data stored<br />Data layer<br />
    49. 49. Outlook Add-in<br />BDS Options<br />Email body sent as secure message<br />Optional personalized notification message<br />
    50. 50. Recipients receive an email notification containing an embedded link<br />Optional Personal message<br />Automatic embedded link<br />
    51. 51. View the secure message and download files<br />Delivery meta-data<br />Secure & Notification messages <br />Files to download<br />
    52. 52. Reply securely from within delivery<br />
    53. 53. Biscom maintains reply threads in delivery view<br />Secure reply thread<br />
    54. 54. Stub Added to Sent Folder to Record Biscom Delivery<br />Optional attachment of files<br />records secure & notification messages<br />Lists files included in delivery<br />
    55. 55. Biscom’s Web Interface<br />Upload files<br />Select from global address book<br />Enter delivery options<br />Enter secure and notification messages<br />
    56. 56. Return on Investment<br />Reduce IT administration<br />Reduce media delivery costs<br />Email storage savings<br />Improve attorney/staff productivity<br />Establish competitive advantage<br />Improve firm image<br />
    57. 57. Why Biscom<br />Thought leaders in legal secure file transfer<br />Robust security & technology <br />Simplest to use for attorneys and staff<br />Recognized for best secure collaboration<br />One time cost – no software annuity <br />
    58. 58. “We have replaced FTP with Biscom for file transfer to external parties.  As a result, our legal teams can now more efficiently manage large file transfers with minimal IT support, while having the confidence that their files are being transferred with more control and security.   We have experienced a 50% reduction in IT time spent supporting large file transfer and improved attorney productivity” <br />- CIO, McKenna, Long & Aldridge<br />“We used to burn multi GB deposition videos to DVD and send via overnight delivery.  With Biscom, these large files are now securely transferred quickly and we receive immediate verification of receipt. As a result we have achieved considerable  savings in time, eliminated potential  data breaches and significantly reduced delivery costs” <br />- CIO, Womble Carlyle Sandridge & Rice<br />

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