Managing & Governing File Shares: What Are the Main Requirements?
Managing & Governing File Shares:
What Are the Main Requirements?
1 October 2020 · 3 min read
Despite known security risks and other available content and collaboration systems, organizations continue to use file shares for internal and external collaboration.
File shares are local files that employees save on their own devices or on a company-wide shared drive. Although Document Management Systems (DMS) were specifically crafted to replace file shares, many professionals opt for the ease and convenience of file shares to avoid the learning curve of a new solution.
If file shares are so popular, then why are professional organizations constantly searching for additional ways to manage and secure them?
The short answer: File shares are not secure enough.
A large number of file shares contain sensitive data, which expose the organization to risk from privacy and cybersecurity regulations. Most often than not, file shares are not organized according to a particular structure and lack important metadata. As a result, it is challenging to manage and govern them.
Why is it such a struggle for professionals to organize, manage and secure file shares?
Risk professionals need to manually go into each file to understand the context and purpose of the document. They can then determine what type of security and permissions these documents should have. This manual process is resource-consuming and prone to error.
But, there is a better solution.
Organizations can deploy enterprise software which combs through their file shares and enables setting processes to automatically manage and govern them. Without organizing and governing file shares, organizations will face risk and impede their digital transformation journey.
So, what are some requirements for solutions dealing with file shares?
Unified Project Directory
It is vital for organizations to know where their content is stored and located at all times. Any software designed to manage and govern file shares needs to have the ability to track data across multiple platforms and provide a unified directory, enabling a user to quickly find the necessary information.
To avoid spending valuable time manually determining file shares context, organizations should have the capability of adding rich, custom metadata. Adding such metadata is the key to effective digital transformation and governance. Search for a solution that allows for unlimited metadata and makes it easy to synchronize it across platforms.
Properly governing file shares goes beyond simply mapping it and adding metadata. Risk professionals need to implement zero-trust or need-to-know security permissions. Only users who absolutely need-to-know should have access to specific workspaces, folders, and documents. An intelligent software solution should offer such capabilities and the ability to apply existing ethical walls to file share content.
Data Loss Prevention (DLP): Bulk Updates of Security & Metadata
Manually going into each workspace, folder, and document to update metadata or security is time consuming and poses risks of error. Doing so across hundreds or thousands of projects is especially problematic. The ability to apply bulk updates to file shares and other content across content & collaboration systems is crucial for organizations to properly govern their data.
Audit, Reporting and Analytics
Data drives business. Reporting and analytics features help users understand their content and how it is being governed. Being able to have an audit log with detailed actions helps risk professionals have a more in-depth view of content governance. A competent software solution will provide actionable analytics, real-time reporting and a data warehouse of documents related to metadata, security and audit logs.
How Prosperoware Helps
Prosperoware CAM enables organizations to leverage their content & collaboration systems for digital transformation while improving governance.
Our unique approach relies on adding context by applying rich metadata to identify projects, matters, engagements, etc. to workspaces, Teams, Channels, and folders in systems. This approach benefits end users and the risk management team. Users can leverage critical metadata to easily locate content, while risk professionals can focus on the security and disposition of data instead of trying to determine its context.
CAM integrates with a variety of content & collaboration systems, including Office 365 (Microsoft Teams, SharePoint Online, OneDrive, Planner, OneNote), File Shares, iManage, NetDocuments, Kira, High, and more to come.
Key CAM capabilities include:
- Automatic provisioning from CRM, Practice Management, Time & Billing, etc., or through an approval-based workflow when there is no system of record
- Provision with templates for workspaces, Teams, and folders, matching the DMS interface
- Add rich, custom metadata to determine document context
- Unified directory for easy content location
- Provision internal & external users, manage permissions, and integrate with leading ethical wall systems
- Advanced DLP, reporting, & analytics capabilities across all content stored & shared
How Prosperoware Helps
Prosperoware CAM tackles Microsoft Teams governance challenges by associating Teams and Channels to a directory of matters/projects and other content systems, including the DMS, efficient application of ethical walls and information barrier reinforcement, among others. CAM offers a comprehensive governance layer for Microsoft Teams. Our best practices and guide to rapid Teams deployment assist organizations in leveraging the best of Microsoft Teams.
CAM is an enterprise privacy management platform for content systems designed to improve processes around management of office documents and reduce risks related to privacy & cybersecurity.
CAM helps organizations using Microsoft Teams through:
- Automatic provisioning of Teams, Channels, and Tabs based on templates, reducing provisioning time to a few seconds
- Easier content location through the project/matter directory
- Eliminating Team ownership and geo-location challenges by setting the System Account as a Team owner
- Ability to integrate Microsoft Teams with IntApp Walls and iManage SPM to apply ethical walls and information barriers & other security permissions
- Efficient tracking of access for guest, external, and internal users
- Management of internal and external users through automatic membership updates
- Scheduled or manual transfer of Microsoft Teams content to the DMS, and more.