How to Say Yes to Dropbox for Business: A 5-Minute Guide to Becoming an IT Superhero 1 HERE’S THE SITUATION Dropbox has gained widespread popularity with more than 200 million consumer users worldwide. As an IT or security professional, this is an important stat for you to consider. Why? Because your business users are consumers too. They turn to apps like Dropbox to simplify their personal lives, and want that familiar file-sharing experience at the office. In fact, the odds are high that your users are sharing and storing your company’s important data, files, and assets with Dropbox right now—even with your IT team shaking their fingers and telling them no. There is a way to stop making Dropbox your kryptonite. In the five minutes it takes to read this guide, you’ll learn about a dynamic duo of enterprise file- sharing solutions that gives you everything you need to say “yes” to Dropbox. Ready to be an IT superhero? Turn the page…and have your cape ready. 2 WHEN CORPORATE SOLUTIONS ARE A BUST You’ve probably implemented a variety of enterprise file-sharing solutions throughout your IT career, including email, intranets, wikis, FTP servers, and other collaboration tools. Let’s be honest. How have they worked for your team and your users? Yep, that’s what we thought. We’ve heard most of them are a bust too. Email has historically been the go-to choice, but it continues to be inefficient for users, and a burden on IT staff and resources as file sizes, and security concerns, grow. Other technologies—including intranets, wikis and collaboration programs—have their advantages, but they’re typically complex, expensive to implement, and difficult to use and manage—particularly as teams become more mobile. INTRANET APPS COLLABORATION EMAIL WIKI 3 BE ON ALERT: BYODROPBOX HAPPENS What do users do when they need to send the latest sales numbers, strategic plans, customer lists, code, or HR information to the management team ASAP? Your savvy users problem solve. They improvise. They upload files to their personal Dropbox account and share them. They BYODropbox. Boom! They’re done and off to happy hour. Now, just like that, your company’s important business stuff is off in the cloud, on unauthorized devices, and no longer under your watchful eye. You’re not alone when it comes to navigating this growing, file-sharing dilemma. Many companies are finding employees (even IT employees…gasp!) circumventing security policies to use Dropbox. So what’s an IT pro like you to do? As we see it, you have three choices: Ban it and be the bad guy Ignore it and keep your fingers crossed that nothing happens Manage it and be the IT superhero Company policy for file sharing Dropbox usage by title1 services and user behavior1 40% 38% 100% 33% 30% 29% 75% All departments Do not know Do not use 21% file sharing IT only 20% 18% 50% IT allows access 22% 10% 25% Use file sharing services IT does not allow access 0% Staff and Director C-Level and VP 0% Manager 4 WITH GREAT POWER COMES GREAT RESPONSIBILITY No matter how hard you fight it, social media, cloud services, and mobile technologies have fundamentally changed how we work. Similar to the way mobile devices have led to the BYOD (Bring Your Own Device) phenomena, BYODropbox has also become a pervasive trend with its own set of risks—especially if you choose to ban or ignore it. You have the power to shape and protect your business…consider it YOUR universe. Take this responsibility seriously to make sure this doesn’t happen to your company: Users store corporate Compliance and security assets to Dropbox mechanisms are bypassed Users share corporate assets with Dropbox Company assets end up on unauthorized devices and in the hands of unauthorized users Your IT and security teams can’t establish compliance with policies Your company is susceptible to failed audits, data leaks, and other security risks Doesn’t managing the problem and being an IT superhero sound so much better? C’mon, let’s save the day. No phone booth required. 5 YOUR DYNAMIC DUO: DROPBOX FOR BUSINESS AND SAFEMONK FOR BUSINESS With Dropbox for Business and SafeMonk for Business, you don’t have to restrict (or turn a blind eye) to Dropbox. Combine the powerful simplicity of these two business-ready solutions and you have all the administrative tools, security controls, and visibility you need at your fingertips. Not to mention, you get to champion an effort that enables a more productive, efficient, and mobile workforce (something to remember at review time). When this dynamic duo has your back, it’s one seriously awesome win for you—and your users. Dropbox for Business + Transparent encryption layer for sensitive data Dropbox Encryption Insights & reporting Remote unlinking of devices & users from Dropbox 2-factor Auth + 4-digit mobile passcode Sharing permission for different user levels Management from console Let’s learn more about the action-packed solution that has saved the day for so many companies on the planet—Dropbox for Business. 6 YES, DROPBOX IS READY FOR BUSINESS With the introduction of Dropbox for Business, Dropbox is business-ready. In fact, it’s already running in more than four million businesses and in 97% of Fortune 500 companies. We’re talking companies like BCBGMAXAZRIA, National Geographic, Kayak, Sur La Table, Rockstar Energy Drink, and Foursquare—just to name a few. But you don’t have to work for a household name to take advantage of everything Dropbox for Business has to offer. There are plenty of reasons businesses of every size, and in every industry, should take a good, hard look at Dropbox for Business . Here are a few: Keep Your Company’s Work Product Safe Protect your company’s data, and let your users get to their files from any computer, phone, or tablet. An additional layer of security can be added to require user authentication through a two-step process. For example, using a 4-digit passcode sent to the user’s mobile phone. Enable Users to Share Securely No more email attachments, servers, and FTP. It’s fast and simple for users to share the right files with the right team members. Apply different levels of permissions to specific groups, folders, and documents. Manage Your Team Easily deploy and manage Dropbox for your business with centralized administration, SSO, and more. Onboard new users and transfer resource ownership. Remotely unlink users when they leave the company, or delete folders in the event a device is lost or stolen. Track user activities with detailed insights and reporting. While Dropbox for Business provides a number of advanced security features, there is one thing we often hear companies asking for—additional encryption. And that’s a very superhero-like thing to ask for if employees are storing and sharing important finance, legal, human resources, and customer information, as well as other types of data. Let’s wrap up your IT superhero training by learning more about what to look for in an encryption solution for Dropbox. 7 ONLY A SUPER-SIZED ENCRYPTION SOLUTION CAN SAVE THE DAY Now that you understand the power of Dropbox for Business, you also recognize that all you need is an extra layer of encryption to keep your sensitive data and information safe. Before you select a Dropbox encryption solution for your company, make sure it meets or exceeds ALL of the criteria below: Provides a seamless user experience that: Is easy to use Uses an encryption process that’s transparent to the user Doesn’t break Dropbox Provides key management and ownership that: Uses Tap-proof security – neither the encryption vendor nor Dropbox can access keys Ability to mandate the use of an encrypted Dropbox solution and experience Provides robust security that: Uses 256-bit AES and TLS Has remote wipe capabilities Allows password management Is hosted by a company that’s a leader in security and encryption Provides auditing and control capabilities that: Give you the visibility you need Allow you to grant and revoke access privileges Enable you to monitor and report on traffic to meet compliance mandates Let’s meet the second half of the dynamic duo—SafeMonk for Business. 8 NOW YOU’RE READY TO MEET THE MONK SafeMonk, that is. SafeMonk for Business is a super-sized service that allows you to add an extra encryption layer on top of Dropbox. It was built specifically for Dropbox, so it’s easy to use and doesn’t break or slow down the experience. SafeMonk for Business also features: Tap-proof security Retain complete control over cryptographic keys. Neither SafeMonk nor Dropbox can access the keys used to encrypt and decrypt files. Auditing and reporting Equip your team with complete records for auditing and compliance reporting. Remote wipe Revoke keys to instantly prohibit access to the accounts of users who have left the organization or lost a device. Password management Set and enforce policies for password complexity, and to require a password reset if a device is lost or stolen. User management Easily manage users whether you’re at your desk or working remotely. Multiple options are available for enrolling and disabling users. Anywhere access Users have access to files when and where they need them, just like they do with Dropbox. SafeMonk works with many of the platforms supported by Dropbox, including systems running on Windows, Mac, Android, and iOS. SafeMonk is part of SafeNet’s Innovation Labs group, an organization formed to develop new offerings for non-traditional technologies and environments.