Manage & Govern File Shares: What should your File Shares Solution Contain?

 Manage & Govern File Shares:  
What Should Your File Shares Solution
Contain?
30 July 2021 · 4 min read
With a significant increase in ransomware and cyberattacks, governance and security are a top priority for organizations. Cybersecurity attacks of Microsoft Exchange, SolarWinds, LinkedIn, and more, have put organizations on a high data protection alert.  
As organizations use file shares for internal and external collaboration, a major concern is how to govern them properly to avoid potential cyberattacksThat’s why many organizations are trying to find secure and efficient solutions to manage and protect their date simply because file shares are not secure enough. 
What Are File Shares? 
File shares are local files that employees save on their own devices or on a company-wide shared drive. As they contain sensitive data, they expose your organization to cybersecurity and privacy risks. Couple this with file shares lacking important metadata and not being organized with a particular structure, managing & securing them becomes exhausting.  
There already exist many advanced and more secure systems of record as replacements to file shares, such as the Document Management System (DMS). But users and professionals still stick to their traditional methods of sharing in an attempt to avoid the learning curve of a new solution. With low user adoption, organizations struggle to find a proper solution to govern file shares.  
Why Would You Struggle to Organize, Manage, and Secure File Shares? 
The list of reasons why organizations struggle to manage and govern file shares is quite long. Starting from users saving files in their local drives to risk management teams not understanding context of data 
The reality is that when left ungoverned users will save files wherever they find it most convenient and then forget where they did so. Couple this with organizations collaborating across large amounts of data and the lack of a unified project directory, finding data becomes a marathon 
When you don’t know what data your organization has, you cannot manage, govern, or delete it. Risk professionals have to manually go into each file to understand the context to apply proper security. This manual process exhausts resources and makes your organization vulnerable to risks due to human-error.
The lack of standarized naming conventions also plays a major role in the challenges of content location. If you have to manually go into each document to set such conventions, are you really adding value to your organization?
File Shares also increase the vulnerability of your organization towards malware, ransomware, or viruses. For instance, if a virus is already located in the workstation used to access file, once the file is opened it will also be infected. So next time you share that same file with another user, once accessed by them, the virus will upload itself onto their server and get access to all other files that are located in their workstation 
All of this puts your organization on the line for millions of dollars in lost and stolen data, regulatory penalties, and reputational damage.  
That’s why it’s necessary for your organization to deploy a software solution that enables process-driven collaboration. Through provisioning, organizations can easily locate content, set automatic governance policies, appropriate access management policies, and more. Without these processes in place, you will not manage to escape your privacy & cybersecurity challenges 
So, what should your file shares solution contain?  
Unified Project Directory 
It is vital for your organization to know where content is stored and located at all times. Any software solution designed to manage and govern file shares needs to have the ability to track data across multiple collaboration systems.  
That’s why having a unified directory helps your organization better understand the type of data you have. Through it, users won’t have to save data in their personal drives but will finally have a convenient location where to place and find data, in turnnot having to roam around for hours searching for the right file.  
Rich Custom Metadata
Along with logical saving and storing of data, organizations still need to locate and protect data. That’s why proper governance and provisioning of data go hand in hand. To avoid spending valuable time manually determining file shares context, organizations should have the capability of adding rich custom metadata.
Adding rich custom metadata makes it easier for end-users to efficiently locate data, while risk management teams can understand its context across collaboration systems and apply appropriate security and minimization policies
Access Management 
Properly governing file shares goes beyond simply mapping it and adding metadata. When data is in the right location and metadata is tracked, your organizations’ risk management team benefits from the context of it and can easily apply relevant security and minimization policies.  
By implementing access management, users can only get their hands on files necessary to perform their tasks. This structured level of access prevents users from accessing irrelevant data respective to their position. In turn, the lower the amount of data they have access too, the lower the damage of cyberattacks.  
Having approval workflows also ensures that the organization has taken the necessary steps to assure its clients and regulators that the risk around sensitive data has been reduced. 
This strategy enables your organization to not only store data and projects or matters in the appropriate location, but also apply the correct levels of access and oversight. 
Data Loss Prevention (DLP): Bulk Updates of Security & Metadata 
The manual process of going into each workspace, folder, and document to update metadata or security is time consuming and poses risk of human error. Doing so across hundreds or thousands of projects is especially problematic and inefficient.
The ability to apply bulk updates to security, metadata, and more, across tens of thousands of workspaces, folders, and documents is crucial for your organization to properly govern dataFor proper reporting, all bulk operations must be audited.  
Audits, Reporting, and Analytics 
It is necessary for your file shares solution to have audit, reporting, and analytics features. This helps your organization understand 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 governance and determine any suspicious activity.  
Through this, your organization will be able to generate actionable analytics, real-time reporting & a data warehouse of documents related to metadata and be presented with security and audit logs. These reports should be provided for privacy, external user access, inappropriate activity, user adoption, and more. 
Only a solution that addresses all of these challenges, offers these features, and much more, can be a competent one for you. Luckily, we’ve got you covered.
How Prosperoware Helps 
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?

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