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3 B View Survey Results 2010


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Survey results: use of mobile devices (Smartphones, Tablets) for emailing documents with associated risk of metadata leakage,

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3 B View Survey Results 2010

  1. 1. 3BView Survey Results Mobile Device Usage and Document Security 2010©3BView Ltd 2011 Page 1
  2. 2. Executive Summary At the end of 2010, 3BView conducted the second annual survey titled “Mobile Device Usage and Document Security”. The sophistication of today’s mobile devices such as Blackberry, iPhone, PDAs and tablets including the iPad presents a practical and cost-effective alternative to laptops. Leading mobile devices can access internal systems and business applications, and enable the review, edit and forwarding of documents. The survey was focused on understanding how these devices are being used in the day-to-day practice of a legal professional, and received 265 responses. The key findings of the survey are:  As with the 2009 survey, virtually all of the respondents use a Smartphone as their primary mobile device for business purposes. Blackberry still leads (83%) but is more closely followed by the iPhone (73% up from 52%). In the 2010 survey respondents are reporting using more than one device for example an iPad along with a Smartphone.  The iPad, despite only being launched in 2010, has proved popular with law firms with 51% of respondents saying that their firm already supports their use.  Compared with the 2009 survey more firms have accepted that they must support any mobile device rather than mandating the use of only one or a limited number of mobile devices.  The use of mobile devices as an alternative to laptops for storing, accessing and working with both documents and emails is remains high:  More than 50% of respondents have mobile access to the firm’s documents stored on a centralized system with over a quarter via mobile-enabled Document Management Systems.  60% report reviewing documents via their mobile, with 37% doing so on a daily or weekly basis. A fifth of the respondents edit documents on their mobile device.  91% of the respondents use their mobile device for business e-mail and the vast majority of them forward e-mails with documents attached.  Over 82% of firms with 51+ attorneys have a metadata tool in place, which decreases to 53% for smaller firms. 13% of these firms have protection for documents sent or forwarded via e-mail from a mobile device, an increase from 3% in the 2009 survey.  62% of the respondents view the risk of metadata leakage via documents sent or forwarded via a mobile device, as medium-high over the next 12 months. Given that only 13% of all firms have protection in place today, there is still a significant gap between the perception of mobile device risk and current business practice. This is recognized by some of the respondents as they added comments that they are looking to implement a server based metadata removal tool (either on its own or as part of a desktop and server based solution).©3BView Ltd 2011 Page 2
  3. 3. Demographics Legal Professionals within Respondent’s Firm How many attorneys do you have in your firm? Of the 265 replies to this survey there is a balanced 1-10 response from firms with 1-50 attorneys, 51-250 attorneys and those firms with 251+ attorneys. This is 24% 18% 6% 11-50 a more even spread than the respondents to the 2009 15% 37% 51-250 survey. 251-500 More than 500 Main Office Location The majority of the responses came from North American based firms: North America 85% Europe 13% Other 2% Role in Firm The respondents played a number of different roles within their firms: • 10% - C Level • 16% - Director Level • 31% - Manager Level • 43% - Other©3BView Ltd 2011 Page 3
  4. 4. Mobile Device Types Types of Mobile Device in Use within the Respondent’s Firm The Blackberry remains the most popular mobile What types of mobile devices are in use within your device with a similar number (83%) of respondents firm? reporting usage. However, this year the iPhone is a closer second with 73% reporting usage compared Other 38 iPhone with 52% in the 2009 survey. The newcomer, the Android 54 Blackberry iPad, is in use at just over half of the respondents iPad 136 Palm firms. Palm 35 iPad Blackberry 220 Android 73% of respondents reported that they have more Other iPhone 194 than one mobile device in use within their firm – up from just over half of the firms who took part in the 0 100 200 300 survey last year. In addition, 29% of firms can see that there will be firm wide policy within 2011 to support ANY mobile device, with 50% looking at a firm wide policy to standardize on 2 or 3 mobile device types. Firms looking to enforce a single mobile device support policy have decreased from 36% in 2009 to 19% in the 2010 survey. The Primary Mobile Device Used for Business Purposes by the Respondents Although the use of the iPhone by the respondents What is the primary mobile device that you currently themselves has increased from the last survey (20% use for business purposes? up from 14%), the Blackberry remains the main mobile devices used by the respondents for iPhone business purposes. Blackberry iPad Interestingly only 3% of respondents use iPads Palm themselves, even though over half of the firms Android have them in use. Other©3BView Ltd 2011 Page 4
  5. 5. Business Documents and Mobile Devices Storage of and Access to Business Documents More than half (53%) of respondents have mobile device access to documents stored by the firm on a centralized system, with over a quarter of respondents reporting that this access is to their firm’s document management system. In addition to this a third of the respondents report storing business documents on their mobile device. These results are similar to those from the 2009 survey. Review or Editing of Documents on Mobile Devices To the question, ‘How often do you review a document on your mobile device?’ 60% reported that they review documents on mobile devices. Review of documents Editing Documents Every Day Every Day 13% 3% 7% 39% At least once a 10% At least once a 24% week week At least once per At least once per month month 24% Never 80% Never From responses to the question ‘How frequently do you make edits, however minor, to documents on your mobile device?’ a fifth of the respondents reported making edits to documents on mobile devices.©3BView Ltd 2011 Page 5
  6. 6. Mobile Devices and Business E-mail Access to Business E-mail No one will be surprised that the business practice of accessing emails in the workplace via a mobile device remains high as reported by 91% of respondents. As with the 2009 survey a significant number of respondents, 62%, do so more than 10 times a day. Review and Forwarding of E-mails with How regularly do you forward e-mails that have Documents Attached documents attached from your mobile device? 83% of respondents forward e-mails with documents attached via their mobile device, a similar percentage Every Day to the 2009 survey. 17% 30% 23% At least once a week 30% At least once per month Never Percentages are also similar in successive surveys for How regularly do you attach a document to an the respondents who attach a document to an email via e-mail and then send from your mobile device? their mobile device. 8% This is as expected as figures for access to a firm’s 12% Every Day documents and storage on mobile devices remain the 61% 19% At least once a week At least once per month same. Never©3BView Ltd 2011 Page 6
  7. 7. Metadata Removal Metadata Removal Solution in Place Based on the results of the 2010 survey, we found that 80% of the firms have a metadata removal tool. The majority of the tools in place are on desktops and/or laptops. However 13% have either a server based tool or a combination of desktop and server solution (up from 3%) that automatically covers all of the firm’s mobile devices. Looking at the results by size of law firm, 82.5% of firms with 51 or more attorneys have a metadata removal tool in place; this reduces to 53% for law firms with 50 or fewer attorneys. Risk of Document Metadata Leakage from Mobile Devices When asked how the risk of document metadata leakage is viewed for mobile devices compared with How do you view the risk of metadata leakage from documents sent via mobile devices? desktops, 62% of the respondents consider that it has the same risk as if documents were sent from a desktop. The remaining 38% of those surveyed say 38% The same as if they were sent from a that, to date, they have not considered the risk of desktop 62% metadata leakage from documents sent on their Have not considered it to date mobile device. The likelihood or threat of a leak of sensitive How do you view the threat of document metadata information via metadata contained in a document leakage from mobile devices over the next 12 months? sent from a mobile device at some point over the next year is viewed as being medium to high by 63% Zero 6% of the respondents. 16% Low risk 15% Medium to High 63% Other Both of these results are in line with the findings from the 2009 survey.©3BView Ltd 2011 Page 7
  8. 8. 3BView 3BView is a global leader in metadata removal across multiple device types and access methods, enabling enterprises and government agencies to secure their documents, avoid commercial and reputational risks, and comply with regulatory requirements. 3BClean is a server-based software system that enables automated and policy-based metadata removal from documents sent by e-mail, and those contained within Content and Document Management Systems. The system enables a practical and consistent level of protection across desktop, laptop (including Macs) and mobile devices and access methods, such as Blackberry, iPhone, PDA, iPad and other tablets, Netbooks and webmail. 3BClean is designed to be easily integrated into Extranets, Portals, Document Management Systems and other Business and Back Office Systems. 3BCleanDocs is a cloud-based metadata removal service for solos and small firms who use webmail and mobile devices. It can also provide protection for the mobile legal professional in large organizations. To register for a complimentary one month subscription, please visit To learn how to protect your mobile devices from document metadata leakage, please visit©3BView Ltd 2011 Page 8