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Customer Spotlight: International Law Firm Makes the Case for Accellion Mobile Apps

June 7th, 2012

For law firms, being able to communicate with clients anywhere, anytime is a top priority – and a key ingredient to retaining existing accounts. No one understands that better than Allens Linklaters (Allens) – a firm that was on a mission to find a more secure and reliable way for its 800 attorneys to collaborate and exchange critical files with clients.

Allens’ standard methods of sending files via CD or FTP posed serious limitations – opening up the firm to security risks and providing limited visibility into whether files were received, opened, or reviewed. Plus, with so many of its employees and clients using Androids and iPads for daily work interactions, the firm wanted to allow users to access documents from any location – and any device.

The firm considered moving to a consumer-grade solution such as Dropbox, but wanted a more secure, reliable product that could truly support the mobility of its clientbase. After testing eight solutions, Allens found that Accellion Secure Collaboration was the only vendor that offered extensive functionality, mobile support, top-notch security, and could be hosted on-site.

“Where our data is transported and ultimately resides is very important to us and our clients. Now our attorneys can collaborate on upcoming cases, maintain up-to-date visibility into how their documents are being accessed, and rest assured that confidential information stays out of the wrong hands,” said Shawn Schmidt, Infrastructure Manager with Allens.

Allens’ IT department is also putting Accellion to the test, using the solution to upload support logs and troubleshooting data,  providing a one-stop shop for IT help desk information. Plus, with Accellion Mobile Apps, clients, partners, and attorneys now have immediate, unlimited access to the information they need – whether at the airport, en route to a meeting, or unwinding at home.

“Being able to safely browse, edit, share, and send corporate and auditable information from anywhere is a big priority for our clients and we’ve made it happen with Accellion,” said Schmidt.

Click here to read the full case study.

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The BYOD Trend: A Blessing or a Curse?

May 31st, 2012

When it comes to allowing employees to use their own personal devices at work, everyone is doing it, or so it seems. A recent Cisco-sponsored survey of 600 IT and business leaders found that 95 percent of respondents allow employee-owned devices on the corporate network, citing increased productivity and employee job satisfaction as the primary drivers.

While employees may be grinning a bit more as a result of being able to use their iPhones for both work and play, IT administrators aren’t exactly smiling. The survey went on to disclose that 69 percent of Bring Your Own Device (BYOD) users were accessing unapproved applications on these devices, a reality that is causing organizations to carefully weigh BYOD risks versus rewards.

One company that’s taking new BYOD precautions is IBM, banning the use of Dropbox, iCloud, and Siri on employees’ iPhones. IBM’s CIO, Jeanette Horan, told MIT Technology Review that the trend toward employee-owned devices has created new challenges for her IT department because “employees’ devices are full of software that IBM doesn’t control.” It’s that lack of “control” that’s causing many organizations to question the security of public cloud services – and rightly so.

When IBM, with an IT powerhouse of 5,000 staff members, takes a stand against select cloud services, people take notice. We’ll look for other organizations to follow suit, taking a close look at what cloud providers are actually doing with their confidential data and establishing BYOD policies that maintain close control of what services are actually being used by employees and when.

So, kudos to you, Jeanette Horan, for leading the way with new BYOD security practices. You are the Accellion CIO hero of the week.

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Ace the IT Exam

May 17th, 2012

Do iPhones, iPads, and Androids seem to be multiplying at your school location? While the proliferation of mobile devices brings huge advantages for teachers, administrators, and students in terms of anytime, anywhere access, they introduce major headaches for IT for the same reason: anytime, anywhere access. With students and staff now relying on personal devices for work purposes, school IT administrators are faced with a major test – how to support necessary information exchanges and real-time collaboration, while keeping users safe and data secure.

Institutions such as Harvard Business School, Anchorage Public Schools, and Pepperdine University have passed the “Consumerization of IT” exam with flying colors – turning to Accellion’s secure workspaces and mobile file sharing capabilities to support around-the-clock information access directly from users’ desktops and mobile devices.

Users at elementary schools all the way through to the country’s top universities, are doing some pretty cool things with Accellion via a range of devices: including sharing financial aid information, collaborating on research around the globe, sharing design files for campus magazines, patient data from the on-campus health center, lunchroom planning documents, and faculty research, to name just a few.

Consider a school board that sets the educational curriculum for the upcoming school year, and shares this information via Accellion with affiliated school principals. The principals then review and provide comments, with Accellion automatically notifying the board when changes have been made. The updated curriculum is opened up to department heads and teachers, where they, in turn, create and submit corresponding lesson plans. That’s the type of collaboration that’s happening via Accellion today.

When it comes to “smart” file sharing and collaboration, students, faculty and administrators at schools, colleges and universities need to be able to easily and securely connect via devices of their choosing. And, that’s exactly why they choose Accellion.

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The True Cost of Google Drive

April 24th, 2012

Accellion

Today Google announced the launch of Google Drive, a cloud-based file storage and synchronization solution touting 5GB of storage for free. Google Drive just compounded the IT security nightmare already created by free unmanaged consumer file sharing services such as Dropbox, iCloud etc.

Unmanaged file sharing in business environments is never a good idea because of the heightened risk of data loss and exposure. In the case of Google, a company that’s built its legacy on extensive search engine and targeted advertising capabilities, you also have to question Google’s intentions with storing business information. Just how equipped is Google to handle confidential business data?

If this latest Google Drive announcement is leaving you confused about what to do for business file sharing, you’re not alone.

To help you navigate your way, we’ve outlined six questions to ask when considering a file sharing and storage solution for business use:

  1. Is this truly a solution for business? The rapid of adoption of free consumer file sharing services such as Dropbox and iCloud, by business users may have you wondering if the lunatics are running the asylum. But, your instincts are correct if you are wary of unmanaged cloud file storage for business use, if a file sharing solution doesn’t have IT administrative and management tools then it isn’t a business solution.
  2. Am I being locked in? Is the file sharing solution from a company trying to carve out a proprietary niche, forcing you to use certain operating systems, devices, or applications? In the case of Google Drive it is part of Google Apps, but native applications are not available for  iOS devices like the iPad.
  3. How will my information be used? Check the privacy terms carefully. Google must have a plan to make money from Google Drive customers somewhere, somehow, so carefully review Google’s privacy policy and their right to mine your valuable assets to their advantage.
  4. Can I track and view all file activities? If your organization is subject to any type of compliance regulation such as HIPAA, GLBA, SOX then you need to know what’s happening with your organization’s files, otherwise how are you going to demonstrate compliance?
  5. Can I set my own security and privacy standards? For business file sharing, you want to be able to establish customized policies and administrative controls related to file access, security, and storage – as strict or flexible as desired.
  6. What mobile devices and apps are supported? From Androids to iPhones, make sure that files can be synced and accessed via any device.

While “free” is certainly appealing, in the case of file sharing it always comes at a cost. A security breach from business file sharing could mean exposure of confidential financial statements, upcoming product designs, or employee health information, with implications for privacy and compliance violations and fines, lost revenue, loss of competitive advantage and damage to a corporate brand. For confidential business information, using free consumer file storage and sharing can be a costly mistake.

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IT-Thinking Twice About the Cost of Free Apps

April 11th, 2012

IT- Thinking Twice About the Cost of Free Apps

Most people treat their mobile devices as an extension of themselves. People text, share, and play their way into two year relationships with the devices they use on a daily basis. In the typical mobile device “relationship,” individuals downloaded an estimated 83 apps in 2011, according to Piper Jaffray and analyst Gene Munster. While that number sounds high, it boils down to about 1.6 apps per week.

Many IT professionals have noticed this trend and are concerned about the use of free consumer apps in the work place. It’s hard to imagine that last week’s discovery of the security hole in Dropbox’s mobile app, by U.K.-based iOS app developer Gareth Wright, eased concerns about mobile security. Wright reported the security hole in Dropbox’s native mobile app that could be used to access personal information. PCWorld also confirmed that Facebook and LinkedIn mobile apps had the same core vulnerability. Widespread use, combined with security vulnerabilities, of consumer mobile apps have IT managers concerned.

Consumer mobile file sharing apps serve a purpose for users that want a quick and easy way to share and store things like family photos, recipes, and videos. However, these un-managed file sharing apps should not be used to send enterprise data of any kind. The security hole that Gareth Wright found in the Dropbox app is an unfortunate example that consumer mobile file sharing apps aren’t architected with the privacy and security measures necessary for an enterprise.

How can organizations prevent employees from using these consumer mobile file sharing apps? The answer is easy. Don’t give employees a reason to use these apps in the first place. Providing employees with an easy-to-use, secure file sharing and syncing alternative from the start is a great way to prevent the use of consumer file sharing apps. Employees should be able to send, share, and access files securely, while IT administrators ensure they’re protected from malicious content. Empowering employees with a safe and secure mobile application is the first step in the process.

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Join Accellion® In the Cloud Sweepstakes

March 13th, 2012

Join Accellion® In the Cloud Sweepstakes

Accellion has always given you the freedom of choice when it comes to cloud deployments: Private, Hybrid, and Public. Starting today we’re taking that freedom to another level. Accellion is celebrating the launch of kitedrive by giving one lucky winner a trip to the clouds. Where you go once you’re in the clouds is up to you. Accellion is going to award one grand prize winner a $1000 travel voucher… from there the sky’s the limit.

Craving some beach time? Then maybe white sands, turquoise water and island hopping are your thing. There’s always something appealing about relaxing on a Caribbean cruise. Thinking you’d like a trip to Italy? Wandering the streets of Venice is always intoxicating. Perhaps it’s time to visit Mickey Mouse. Fancy some time across the pond?

Do any of these options sound appealing? Then you should head over and “like” Accellion on Facebook, and then enter the “In the Cloud Sweepstakes”. Once you’re up in the cloud, the options are limitless…

If that’s not enough we are going to have weekly prize packs that include: Amazon gift cards, cloud t-shirts, kites, and other cool swag.

This promotion starts on March 13th and runs until March 30th. So get over to Facebook and register!

Once you’re registered we recommend that you do the following:

  • Tell a friend on Facebook or per email. Facebook.com/Accellion
  • Follow @accellion on Twitter to be the first to know about Accellion news.
  • Tell the world by tweeting out where you would go if you win the grand prize. Use #ToTheCloud @accellion
  • Start sharing and collaborating in the cloud with Accellion.

Official “Join us in the Cloud” sweepstakes rules.

 

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Accellion RSA 2012 Recap

March 5th, 2012

Accellion RSA 2012

RSA 2012 last week was a great event for Accellion. It gave us a chance to catch up with our customers, partners, and meet like-minded IT professionals. For those who’ve never been to RSA, it’s the biggest security conference in the US.  Attendance this year was phenomenal. The 23,000 people that attended RSA 2012 had the opportunity to visit 350 vendors on the packed showroom floor.  Several RSA veterans at the show told me that in previous years, attendance has been down, the expo floor was dull and attendance was sparse, limited mostly to vendors crying in the aisles. Last year was a bit better, but this year… well, this year can only be described as very cool and kind of crazy.

As we explored the conference, it was clear much of the buzz was around mobile devices and securing the cloud. I remember reading and posting blog posts about the beginning of the BYOD trend last year. Based on what we saw at RSA 2012, it’s clear that the old rules of mobility don’t apply anymore. The question at RSA 2012 was how to deal with the reality of BYOD and the flood of personally-owned devices in the workplace.

Another hot topic at the Accellion booth was collaboration and cloud deployments. I can’t tell you the number of  booth visitors who wanted to talk about private cloud deployments and their Dropbox problem. It was obvious that the widespread use of free, cloud-based Dropbox-type applications has created new security vulnerabilities that are on the minds of IT professionals from a wide variety of organizations from around the world.

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Accellion, BoxTone, in a “Healthy” Partnership

February 22nd, 2012

Mobile

Until recently, the thought of doctors using a mobile device to remotely monitor the health condition of a patient sounded like a work of science fiction. In fact, the potential benefits that mobile devices could provide the healthcare community have been discussed since the late 90s. With the recent innovation of powerful and easy to use mobile devices and innovative apps it was only a matter of time until the medical community joined the mobile revolution.

The uses of mobile technology in the healthcare sector seem limitless. The ability for medical professionals to access apps that provide up-to-date information about medical news, tools, procedures, and trends across multiple specialties keeps medical pros well informed. The ability for a doctor to send patient x-rays to a specialist for diagnosis using a mobile device or writing and then sending a prescription to the patient’s pharmacist is remarkable.

AccellionCurrently, there are 17,000 healthcare applications available in the major app stores. Unfortunately, as more and more traditional healthcare providers join the mobile revolution they are using unmanaged, untracked, free file storage and file sharing apps, in direct violation of federal mandates such as HIPAA. The increased use of mobile devices, file sharing, and collaboration across multiple devices, tablets, and applications has healthcare IT professionals searching for secure solutions.

The idea of securing patient data anywhere, anytime is one of the reasons why Accellion announced a partnership  with BoxTone today. Linking the BoxTone EMM solution with Accellion’s secure file sharing solution ensures healthcare IT can instantly secure, manage and support thousands of mobile employee devices and apps, while retaining complete control over access and security of confidential document- and file-based patient information.

Healthcare professionals can learn more about the secure mobility solution offered by BoxTone and Accellion in Las Vegas at HIMSS 2012 Booth 12928 Kiosk #13 on February 20-22 in the Mobile Health Knowledge Center.

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Customer Spotlight: Pepperdine University Gives Accellion Top Marks

February 16th, 2012

Accellion in Action

Accellion In Action: Pepperdine Secures Copier Files

When Pepperdine decided to implement a university-wide copier replacement program, the mission was to make staff and students’ lives easier. With 90 copiers across four campuses, individuals could scan documents as needed, convert files to PDFs, and send them to an email account. Sounds great, right? But, the big question facing IT was – just how secure is the process?

For Pepperdine, all documents needed to be properly encrypted, keeping financial and other personal information out of the wrong hands and enabling the university’s clinics and counseling centers to comply with HIPAA regulations. But, the encryption needed to happen behind the scenes, as the university recognized that if the new copiers weren’t easy to use, they simply wouldn’t be used by students.

With Pepperdine already using Accellion Secure File Transfer to send and receive large documents – powering much of the university’s communications – the university decided to also use Accellion to support its copier rollout. How? Users simply scan desired documents, the Accellion SMTP Satellite forwards the file attachments to the Accellion appliance, and once users return to their PCs, they’ll have a secure link waiting with the scanned items. Users don’t have to do anything new – a huge perk. Plus, with all documents sent through the appliance, the built-in security aligns with the university’s HIPAA compliance practices.

“When you have an IT solution in place that can be used to support and secure other key business operations, it’s a huge win,” said Michael Lucas, CTO with Pepperdine University. “Our users know – and like – Accellion Secure File Transfer, so extending the product to our new copiers was a no brainer.”

Click here to read the full case study.

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What I Don’t Love About SharePoint

February 14th, 2012

Accellion

A recent article in Fierce Content Management entitled “Survey finds many users blow by SharePoint security” reveals how cavalier some Microsoft SharePoint users are about maintaining security within the widely used Enterprise collaboration and content management solution.  According to the SharePoint security survey conducted by Cryptzone, an IT threat mitigation company, 92% of respondents said they knew that taking content out of SharePoint created a security risk; still 30% were willing to take that risk for the sake of convenience.  Even more eye-opening was that 43% took sensitive content out of SharePoint to work at home and 55% said they did that to give material to someone without access to SharePoint.

There’s a clear need to be able to share files externally from SharePoint that is not currently being addressed in many organizations.

To effectively collaborate today, users need to easily share content securely within their organization and with external partners across the firewall. But in order to securely share data with outside parties, organizations need to create a secure file sharing system within their SharePoint environment.  Unfortunately, it is not easy or inexpensive to build an external-facing SharePoint server farm.

In order to open up content in SharePoint to external users, IT needs to provision a license and also set up external facing SharePoint servers on the DMZ.  This is an expensive proposition. So organizations usually bypass setting up external SharePoint servers.  This often leads employees to create work-arounds rather than taking the time to put in IT requests.  However, this is a data breach waiting to happen.  Once a document leaves SharePoint “illegally” the ability to track and manage the file is compromised.  This is particularly important in industries subject to HIPAA and other regulatory compliance.

There is a solution to this problem for organizations who want to make the most of their SharePoint investment.  Accellion offers a plug-in for SharePoint that enables users to quickly, easily, and securely share any size file from within the SharePoint Document Library to both internal and external recipients.  The plug-in not only makes it easy to share files across the corporate firewall but also provides easy-to-use file tracking and reporting required to meet industry and government regulations such as HIPAA, SOX and GLBA.

So if your organization has made an investment in SharePoint but you haven’t yet implemented external sharing of SharePoint documents for your users please give us a call.   As the Cryptzone survey illustrated if a solution isn’t provided for external file sharing from SharePoint then users will come up with their own solution and security isn’t typically top of their list of requirements.

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