Sharing Documents Securely Outside the Enterprise

Today, crucial enterprise information is made accessible on a number of endpoint devices, including BYOD devices that help in constantly changing and circulating the data spontaneously within an enterprise. However, what can happen if a particular piece of information is accidently distributed or accessed outside the organization, because a specific user adopted an unsecured tool in syncing and sharing the data?

According to recent reports from global research agencies, information technology departments across the spectrum in corporate entities are facing a colossal challenge when it comes to controlling the secure distribution of documents outside an enterprise. There are serious security, governance and regulatory issues concerning the control of data outside an organization, especially when documents are synced and shared in a manner that is not satisfactory to the requirements of information protection and security of corporate data.

In order to increase the clarity of the situation and gain control of corporate data being shared outside an organization, IT departments can swiftly and efficiently decrease risk through a system that is enterprise-ready – better known as Enterprise File Sharing (EFS) solutions. Given the large amount of products on the marketplace, it can become a little difficult to understand what really constitutes an “enterprise grade” solution. To be basically effective, an EFS solution should, at the least, comprise fundamental business features such as protection, collaboration, roles and permissions, audit facilities, extensive Application Programming Interfaces and  real-time management.

Since every enterprise is specific – with distinct demands, opportunities and objectives, the exact demand for an EFS solution should pair with how the solution adapts and adjusts with the enterprise’s requirements. Technology answers to such problems must offer organizations with choices that allow users to figure out how and where they want the solution implemented (for easy acceptance of the solution), while abiding by corporate protection policies.

Sharing Documents Securely

Enterprise File Sharing solutions often provide elaborate logging facilities so that each time a file is distributed, transferred or amended, the activity is noted in an internal record.  This record or log functions as precaution against document misuse, and ensures a trail of events should the document’s integrity or last edited activity become an issue for further consideration.

With advanced Enterprise File Sharing solutions, an organization can stay in control of which individual is sharing what document, with whom, and what changes the document is undergoing. Online shared folders can be used for specific projects (where multiple parties are concerned) or individual folders used for specific third parties.  Rather than emailing large documents around, authorized users have access to the files they require online.

With some of the latest EFS solutions, users within the organization are provisioned through Microsoft Active Directory to make sure they are given the correct permissions to share the documents within the organization. Within this provision, external elements can also be included – giving the IT department overall control of who can be permitted to receive documents or share data. A white list could be generated that would include a listing of appropriately certified external collaborators while a blacklist could be introduced to set up a restriction, barring from sending organizational documents through personal e-mail addresses.

To conclude, enterprise solutions that match the exact demands and requirements of both the IT department and the employees of an organization, for a protected, controlled and efficient work environment are not only important – they are precisely what is called for in today’s organization.


LockLizard Safeguard Security for Enterprise File Sharing

Safeguard Security from LockLizard is a highly efficient Enterprise File Sharing solution that prevents unauthorized distribution of an organization’s PDF documents. It controls how users use your documents – what they can do with them, and how long they can be used. It protects classified and confidential documents, irrespective of where they are stored or who they have been sent to. LockLizard’s Safeguard not only implements and enforces the security policy governing the usage of classified data but it allows the administrator to modify user access even after the document has been distributed.  Documents are locked to authorized devices so they cannot be shared with unauthorized users, and document usage can be logged to see when and where your documents are viewed and printed.  Safeguard ensures that documents can be safely shared with external third parties without them falling into the wrong hands.