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The Dropbox Problem: Online File Sharing and Security in SMBs


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Does your business suffer from a Dropbox problem?

This overview covers:
- Challenges small business owners and IT are facing with BYOD
- Common data security concerns when Dropbox is used in a business environment
- Unique data control needs of small and medium sized companies
- Factors to consider when evaluating online file sharing solutions for your business

Published in: Technology
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The Dropbox Problem: Online File Sharing and Security in SMBs

  1. 1. The Dropbox Problem: Sharing and Security in an SMB Environment
  2. 2. BYOD Trend • Average mobile worker carries 3.5 devices* • 4 of out 5 mobile devices are purchased at home, but used for work** • 92% expect to have their smartphones enabled for both personal and business use* • 62% of businesses to allow BYOD by year’s end*** Sources: * ** Forrester Research ***
  3. 3. Challenges • Employees utilizing third-party/consumer apps at work – Nearly 40% of workers use an unsupported “bring your own” application or cloud service for work* • Employees accessing company email and files on personal devices – How to keep track of files spread across different devices and apps? – What happens if a device is lost or stolen? – How can you prevent an exposure of corporate data? • Using additional resources needed to manage devices* Source:
  4. 4. Example: Dropbox • Lets you bring all your photos, docs, and videos anywhere • Free up to 2 GB • Recently claimed that it has 100 million users and each day one billion files are saved to the site* • Dropbox is one of the most blacklisted apps in businesses** – 60 percent of companies have employees who frequently move confidential files to Dropbox without permission, – 57 percent of IT administrators believe it can result in Sources: * ** *** 2012 Confidential Documents at Risk Study. Ponemon Institute, LLC. July 2012
  5. 5. Issues With Employees Using Dropbox • No ability to track who is using free service • No visibility into which company files are stored on different devices • No control over removing those files if necessary • No version history/recovery for sharing • No idea how much is spent cumulatively (individual expense reports) • SECURITY
  6. 6. Top Dropbox Customer Complaints 1. Security Concerns (40%) 2. Storage Capacity Limits (25%) 3. File Synchronization Limitations (15%) 4. Slow Response (10%) Source:
  7. 7. Examples of Dropbox Security Issues Uses data deduplication to save storage costs* Does not support private encryption keys** Suffered a hack last summer that exposed customer passwords to unscrupulous parties *** Users reported spam attacks against email addresses that they used only for the service**** Hackers use publicly-shared Dropbox folders to spread malware***** Sources: * ** *** **** *****
  8. 8. “Dropbox for Business” • Centralized billing ($795/year for 5 employees) • Active Directory integration • Version history and recovery • Activity logs • Two step verification for devices • Option to restrict employees from sharing outside company • Phone and email support
  9. 9. Pros Ease of use Familiarity Low Cost Includes some business features Cons Security concerns – Data deduplication – No private encryption keys Sharing pitfalls – No control who is added to an externally-shared folder – No sub-folder controls No visibility into when/if/what files are being synced No visibility into file activity (When was a file modified? Is it a personal or business file?) No remote wipe to remove company files from lost or Other Examples of Business Versions of Consumer Products – SugarSync for Business, Norton Zone for Teams, Cubby Pro, CX for Business, Livedrive for Business Dropbox for Business
  10. 10. Need for a Better Solution: What to Look For A product built specifically for business use Enterprise level security – No data deduplication across organizations Reporting – Centralized reporting of users / files / devices / storage – Audit trail of activity Controls – Permissions (sharing, web access, etc) – Remote wipe
  11. 11. General Options for SMBs Consumer Products (Not Recommended) Business Versions of Consumer Products SMB Products Enterprise Products
  12. 12. Low End Tier of Enterprise Products Pros High security Integration with other systems Active Directory / LDAP support for single sign-on Cons Designed for many users Expensive Require time to manage Too many granular options / permissions on everything Can be cumbersome More features than needed Examples – Box, Citrix ShareFile, Novell Filr, Accellion Kitedrive, ownCloud, Druva inSync, GroupLogic activEcho, Egnyte
  13. 13. SMB Products Pros High security Easy to use Fast setup Management console much more robust than “prosumer” Solid reporting – high level snapshots, drill down to details Admin controls and settings Key options still available Cost effective Cons Not ideal for businesses with more than 200 users Examples – Memeo C1, AeroFS, Soonr
  14. 14. Key Takeaways • BYOD brings big productivity gains, as well as data security challenges for businesses • “Dropbox for Business” has new features, but lacks important tools available in competing solutions designed for the SMB • SMBs have a unique need for an easy to use, secure file sharing and device management solution • Best fit for SMBs: solutions built for businesses, not adapted
  15. 15. For more information contact us: Memeo Inc +1 (408) 217-2232