Don't Want Your Sensitive Business Documents Going Social?

One of the biggest challenges facing business today is managing the security of sensitive business documents.  As knowledge workers improvise to increase mobility by loading mission-critical content on their mobile devices or in file sharing applications on the web, they are, in many cases, sidestepping IT strategy and company policy.  Why is this happening?

Mobile is the New Normal.

More and more people are using mobile devices to be responsive to the demands of the office, and at the same time flex to accommodate the demands of life.  Being able to respond to emergency situations or urgent customer requirements anywhere or anytime is a capability suddenly enabled by high-bandwidth wireless technology and powerful new smartphones and tablets.

This movement is surging so rapidly in fact that the research firm Forrester predicts that by 2015 there will be more than 649.1 Million (up from 375.4 Million in 2010) mobile workers around the world representing 85% of the entire workforce.

Beyond File Sharing.

Today's complex business enterprises need intelligent document management solutions with capabilities far beyond file sharing apps for personal document interchange that are increasingly gaining in popularity today.  While the rapid adoption of these apps is an indicator that more efficient methods of exchanging information are needed now, these apps lack the robustness and security demanded for being responsive to customers and conducting secure business transactions on any platform wherever a knowledge worker might be.  Businesses need to choose enterprise-class document management solutions that can be administered centrally and that enforce business policy at the device level.

Workflow.

Document sharing services often consider the ability to email a document to be "workflow".  Enterprise-class solutions enforce business policies using a business rules database to control access to documents and whether or not a specific document can be shared and if so, by what mechanism and with whom.

The chain of custody of documents should be stored in an audit transaction file so that discovery can be performed on demand to any degree of granularity.  Digital documents should be capable of being annotated to provide an explanation of actions and data should be capable of automatic extraction or allow manual input at appropriate steps to facilitate the collaborative process.

In summary, business management and employees must become aware of the potential negative impact on the security of intellectual property, personal identity, and other sensitive business information as a result of the increasing use of mobile devices and apps by their employees.  Choose enterprise document management solutions that enable and empower the burgeoning mobile workforce while enforcing business policy at the mobile device level.

Until next time,

John Queen