The Productivity Transformation - Tech Orchard

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The Productivity Transformation: Secure Content Collaboration on the Go

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Copyright © 2015 Fiberlink, an IBM Company. All rights reserved. This document contains proprietary and confidential information of Fiberlink, an IBM company. No part of this document may be used, disclosed, distributed, transmitted, stored in any retrieval system, copied or reproduced in any way or form, including but not limited to photocopy, photographic, magnetic, electronic or other record, without the prior written permission of Fiberlink. This document is provided for informational purposes only and the information herein is subject to change without notice. Please report any errors to Fiberlink. Fiberlink will not provide any warranties covering this information and specifically disclaims any liability in connection with this document. Fiberlink, MaaS360, associated logos, and the names of the products and services of Fiberlink are trademarks or service marks of Fiberlink and may be registered in certain jurisdictions. All other names, marks, brands, logos, and symbols may be trademarks or registered trademarks or service marks of their respective owners. Use of any or all of the above is subject to the specific terms and conditions of the Agreement. Copyright © 2015 Fiberlink, 1787 Sentry Parkway West, Building Eighteen, Suite 200, Blue Bell, PA 19422. All rights reserved. 2

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Table of Contents Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 The Productivity Transformation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Content on the Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 IT: The Epicenter of Productivity and Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Building a Successful, Secure Content Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Email and File Sync/Share: Common Solutions, Faulty Practice. . . . . . . . . . . . . . . . . . . 5 You’ve Got Mail... And an Open Maw of Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Consumer Sync/Share Applications: Risky and Unsecure. . . . . . . . . . . . . . . . . . . . . . . . 6 Key Elements of Successfully Securing Enterprise Content on Mobile Devices. . . . . . . 6 Empower Transformation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Benefits of Secure Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Key Requirements for Secure Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 MaaS360. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Start your transformation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 About MaaS360 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

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As devices shrink in size, they conversely grow in capabilities to support the productivity leaps derived from being able to access all content from all devices without loss of functionality or form of the final deliverables.

The Productivity Transformation: Secure Content Collaboration on the Go

Introduction In this paper we’ll explore the rapid workplace productivity transformation of securing enterprise content so employees can use smartphones and tablets to run all business from the palms of their hands. As more people use mobile devices to work, what are the key elements of an Enterprise Mobility Management (EMM) solution that successfully allow content creation, editing, sharing, syncing and pushing to mobile devices? We’ll answer that question as well as provide industry specific scenarios and tips to help you satisfy C-level productivity demands balanced with IT security and usability requirements.

The Productivity Transformation

A physician in Chicago wants to bring a specialist in on a complicated case. At the patient’s bedside, the attending doctor uses his smartphone to email medical records and x-rays to a consulting surgeon in Baltimore, trading insight and assessments through email attachments.

A major stockholder presentation needs last minute updating of the most current financial information from different enterprise data sources. From the tarmac the CEO uses her tablet, the CFO’s time, and a consumer file sync and share app.

These are common real life scenarios, but they’re not best practices. In fact, they’re not even marginal practices for secure content collaboration…they are extremely risky, potential regulatory nightmares.

Content on the Go In a mobile productivity transformation that rivals the introduction of laptops in the enterprise, employees are now carrying critical and confidential content on mobile devices as they work on the go.

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They create, open, update, analyze, edit and share documents in non-office settings—from airports to train stations, and coffee shops to conference rooms. The efficiencies gained by collaboration with colleagues and customers can no longer be tethered to immoveable devices. However, this content is stored on corporate networks that must ensure secure transactions, places like Windows File Share, SharePoint, intranets and web apps. Information essential to collaboration among colleagues, partners and customers is currently trapped in internal drives, data stores and wikis, knowledge bases, ERP, SCM, HRM, CRM and other management systems that have yet to be primed for an easy mobile move. As devices shrink in size, they conversely grow in the capability to support the productivity leaps derived from being able to access all content from all devices without loss of functionality or form of the final deliverables.

IT: The Epicenter of Productivity and Security IT is enabling this ever moving and ever growing legion of workers with their handhelds and growing expectations for larger and larger content. Simply because Bring Your Own Device (BYOD) changed the device procurement paradigm, the onus of data security and unfettered delivery has not been displaced. An Enterprise Mobility Management (EMM) solution enables secure content collaboration and simultaneously satisfies C-level profit demands along with line of business productivity demands. This paper explores the shift from mobile device management device triage, to the EMM proactive protection of all corporate content and data on mobile devices.

Building a Successful, Secure Content Program Sure, it’s easy and convenient for the consulting physicians to share patient records over email— they’ve been doing it for years. But just because they can, doesn’t mean they should! Syncing and sharing on the tarmac using a consumer solution is great—for the CEO about to take off. For IT on the ground, it’s a security nightmare waiting to happen. Smartphones, tablets and wearables make real-time collaboration moments possible, but having the right EMM solution makes them secure! Just because files leave the office or ER, doesn’t mean IT has left the conversation on guidelines for transit.

Email and File Sync/Share: Common Solutions, Faulty Practice There are a million ways to share data these days from tried and true email to consumer class cloud collaboration, but these approaches don’t make the cut as best practices. They leave content open to vulnerabilities that threaten employee productivity and share confidential information to anyone smart enough to know how to look.

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You’ve Got Mail... And an Open Maw of Sharing

46% of IT The longtime go-to method for document sharing, email, isn’t an efficient, productive or professionals safe content repository. In addition to the files being erroneously forwarded or shared, email surveyed agree attachments have grown too large for comfortable mail server traffic load. Email also doesn’t support categorizing, filtering, editing or syncing in real time. At the end of the day, email is not only that “data is unsecure, it’s a productivity and collaboration killer. leaking from the But email people do. Sharing over email remains a common practice. A recent Ovum global survey1 company due to of more than 5,100 employees shows that 44% of these employees continue to use email and unmanaged use memory sticks to share documents. of file-sharing products” Consumer Sync/Share Applications: Risky and Unsecure The consumer market is flooded with file sync and share apps—Dropbox, Google Drive, Evernote and iCloud are a few. Enterprise-developed (in-house) approaches are in the nascent stages, often presenting frustration versus productivity. Not surprisingly, employees opt to use the same Dropbox for family pictures as they do for large presentations to work on over the weekend. According to Ovum’s study, 89% of employees are using consumer-class systems because of dissatisfaction with the company-sanctioned approach. While accessible and convenient for employees, consumer file sync and share applications don’t meet security needs for visibility, or centralized policy enforcement of content. When left unprotected, these solutions simply put enterprises at risk for data leaks, security attacks and regulatory compliance violations. But employees insist on using them, even when, according to an Interlink survey2, 46% of IT professional surveyed agree that “data is leaking from the company due to unmanaged use of filesharing products,” and 84% share the belief that employee’s use of free file sync and share products creates a potential security problem.

Key Elements of Successfully Securing Enterprise Content on Mobile Devices To ensure productivity and protect business, everyone in a workplace needs to feel confident with enterprise mobility management — that it’s secure, that it works, and that it’s easy to use. A solution that works for everyone should include: Ovum Mobility Survey 2014 (September 2014) 2 Intralinks Survey Report, Safe Sharing: A Survey of Enterprise IT Decision Makers on Best Practices for Adopting File Sync and Share Applications (Intralinks, June 2014) 1

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Accessible and intuitive tools: End users need tools that make content easily accessible for creating, editing, syncing and sharing of common file types (Excel, Word, PowerPoint, PDFs). IT should see how documents are viewed and shared, and remotely employ security policies on deeper controls around editing. Security and scalability through the cloud: Solid EMM solutions rely on a secure, encrypted container that protects sensitive data, and also gives IT to the ability to establish, enable and enforce time- and location-based policies, password compliance and best practice document workflows. With a cloud-based solution, IT can securely enable the business through role-based access and administrative management from a centralized console, and can rest easy that documents can’t be opened anywhere except in the secure container on a user’s device. A global, managed cloud solution is also the answer for scalable distribution. Store documents once and distribute often, without worrying about storage capacity or bandwidth constraints. The cost-effectiveness and ease of a cloud EMM implementation also resonate with ROI goals in the rapidly changing world of mobile. They dramatically cut deployment and maintenance costs, freeing IT’s time and resources for higher-value enterprise initiatives—instead of purchasing and tending another server. As mobile operating systems keep pace supporting the newest apps, you could cripple the mobile fleet without a same-day update to your EMM software. Compliance: Different industries are constrained by compliance requirements, and EMM solutions have to accommodate these regulations. Publicly traded companies are subject to Sarbanes-Oxley Act (SOX) legislation, which restricts distribution of financial information outside of controlled financial reporting periods, for example. In financial services, FINRA (Financial Industry Regulatory Authority) requires that smartphones and tablets comply with a firm’s broader privileged information requirements for protecting consumer information. The Health Insurance Portability and Accountability Act (HIPAA) provides similar constraints
for the medical industry, with rules prohibiting the storage of unencrypted personally identifiable information and protected health information. For retailers, Payment Card Industry Data Security Standard (PCI DSS) maintains strict guidelines for protecting cardholder data, however it’s used and wherever it’s stored.

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Empower Transformation

The patient heals and heads home, resting easier knowing that her doctor was able to bring in the best specialist on her case. Her medical information remains confidential and secure in contained email on the doctor’s device.

The CEO knocks the presentation out of the ballpark— her stockholders and board are thrilled with the updated numbers. And the information is protected the entire time in the company’s secure workspace.

Long after these momentary mobile moments are over and data is resting quietly, businesses are realizing the benefits of having an EMM solution that enables mobile productivity to happen while also securing data at rest, in motion and in use.

Benefits of Secure Content From the patient’s bedside to the airport lounge and beyond, the benefits of empowering people to securely access, create, edit, manage, share and sync content anytime, anywhere, are numerous— for IT, line of business leaders, employees and the enterprise as a whole. When the world is the workplace, the enterprise is transformed into a place where people can work from anywhere and everywhere, collaborating in real time with others on content, even when they’re in different time zones. Productivity and collaboration increase when employees can work on the go without jumping through hoops to access, edit, manage, share, sync and collaborate on documents. IT and C-level have peace of mind knowing that sensitive data and content isn’t at risk of leakage or misuse when at rest or in motion. In cases where employees can use their devices for personal and private use without compromising their company, employee satisfaction is high—and, bringing us full circle, a satisfied employee is a productive employee!

Key Requirements for Secure Content To successfully secure content on the go, you need: •

A secure and intuitive workspace for storing, sharing and syncing corporate files on mobile platforms, completely separated from personal data.

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•

Centralized administrative controls so that IT can have full visibility into document access and rulebased restrictions.

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Seamless integration with existing authentication and authorization systems.

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Ability to push documents remotely and establish and enforce workflows for mass or selective distribution.

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Secure access to existing assets and investments, from bespoke data repositories to others like IBM Connections, SharePoint and Google.

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Blacklisting certain file sharing and synchronization applications on mobile devices to block their use for specific users, groups, or the entire population.

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Contained email and attachments to protect documents shared by email.

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Remote wiping for out-of-date information, lost devices, employee exits, or out-of- compliance devices that have been “jail-broken” or “rooted.”

MaaS360 MaaS360 powers transformation by enabling organizations to securely and easily push, access, create, edit and share and sync content on mobile devices. Its EMM solutions empower employees to work independently in and share out documents on these devices, while also providing IT with total manageability and control in a secure, encrypted container. MaaS360 solutions offer: •

Content Storage with a simple-to-use interface for managing content: ◊

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Multiple data repository options—cloud, on-premises or hybrid—including: cloud-based BOX, Google Drive, Dropbox and MaaS360; and on-premises, such as IBM Connections, Windows File Share and SharePoint

On-Device Containers for accessing content for iOS, Android, Windows Phone and PC: ◊

Secure file transfer from device ▪▪

Access multiple types of data repositories (cloud and on-premises)

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Secure data in-transit from repository to device

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Mobile device security integration: authentication, passcode protection and remote wipe

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Containerization and data loss prevention

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•

•

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Encrypt data at rest in the container

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Restrict other app’s access to data, block cut/copy/paste and prevent screen capture

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Enable selective wipe of content

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Integrate with other enterprise mobility apps, such as email

Sync and Share: ◊

Sync user-owned content across multiple device types, create content on a laptop and sync to smartphones/tablets and integrate with email for attachment security and control

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Share content with other mobile apps and with internal and external users—colleagues, partners or customers, and enforce share policies, such as authentication and expiration of shares

Content Manipulation ◊

Create, edit and annotate securely

Start your transformation The productivity transformation is happening. What part are you playing in enabling it your business’ employees? To support enterprise-wide transformation, get started by answering a few key questions: •

What do your lines of business need to be productive?

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How are they working now?

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What kind of security or file sync and share policies do you currently provide or enforce?

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Can your tools currently scale?

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What’s your plan for doing better?

With your answers in hand, visit MaaS360 for a trial—experience the transformation!

About MaaS360 MaaS360 by Fiberlink, an IBM company, is the trusted enterprise mobility management solution to thousands of customers worldwide—from Fortune 500 companies to small businesses. We make working in the mobile age simple and safe by delivering comprehensive mobile security and management for applications, documents, email, and devices.

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Case Studies Colonial Group, a Bermuda-based international insurance company, credits MaaS360 with boosting productivity, while cutting costs and saving time. “We’ve found MaaS360 Secure Document Sharing to be extremely helpful. If a sales rep is meeting with a new group to be insured, he can call underwriting for cost and enrollment details and we can push the appropriate docs to him while he is still sitting with the customer. The customer can even fill out the enrollment form right then and there, speeding up the close process.” Peter Hall, Network Support Specialist, Colonial Group Upon replacing corporate-issued BlackBerry Bold devices with iPhones and iPads, retail and hospitality payment specialist Secure Retail needed to provide the same level of security and management they had had with the BlackBerry Enterprise Server. They found it in MaaS360, which enables the organization’s employees to access corporate documents easily and efficiently. “MaaS360 clearly stood out because it is so much easier to use in every way. The interface is cleaner and more intuitive. Reporting is simple and includes usage tracking for expense management. And the Secure Browser and container functionality automatically reduce our network vulnerability.” Daniel Clayton, Technical Systems Officer, Secure Retail

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