The most important features to look for in an EFSS solution

Enterprise file sync and share (EFSS) solutions offer a variety of capabilities, but which ones are the most important? 

In the above video, Cheryl McKinnon, principal analyst at Forrester Research highlights two main priorities you should consider:

  1. Your end users need to love it. If it’s not easy to use, you’re more likely to experience poor user adoption and waste your investment
  2. You should have the ability to manage governance priorities and apply all of your necessary security provisions to ensure the safety and visibility of your content

Although usability and security are just two of the features to consider when selecting an EFSS solution, they are astronomically important to a successful implementation. Watch the video to learn more. 

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Video Transcription

Cheryl McKinnon, Principal Analyst at Forrester Research

When organizations are looking at or evaluating enterprise file sync and share technologies there's really two key things:

  1. Usability

It's not always easy to balance the security and governance needs to large enterprises with these ability needs of information workers, but this is one area when it is critically important. User adoption has actually become one of the top challenges with traditional content management deployments over the last few years. In fact, in our 2015 panel survey, usability and user adoption jumped up back to number one at the top challenge facing ECM programs.

Putting usability first means adoption is going to be strong and that means you're closing the doors to a lot of these self-provisioned or unsanctioned tools that IT may not have a lot of visibility into. Usability is really important also when the file sharing audience includes some of these external participants like customers, like partners, like business suppliers and so on. We need to be able to extend that usability out into these people who will not sit through a one day training forum. For sharing our valuable corporate content with external parties, we want to ensure that we can have them adopt that tool really easily so they understand how to access updating and collaborate on a particular shared item make sure that we focus on that.

  1. Ability to Manage

Things like governance priorities including security especially when mobile devices are being used to sync or create content. Organizations should look at enterprise sync and share tools and give administrators the ability to apply the rules and policies that make sense to their businesses and the types of files that are actually being shared.

Mobile security is an important area to assess because if devices are lost or stolen they need the abilities to have those controls to wipe or even disable access to those kinds of files. So if a mobile device management system is already placed, make sure that the enterprise file signature tool is able to integrate it or support it in some way. Security also extends to the shared files themselves, so policies to expire, out of date items to expire, unopened links, to prevent external parties from viewing, downloading or copying information.

Lifecycle management is also key and this is where a solid integration to ECM systems and the file sync and share capabilities are really important. If something is slated for a secure disposition as part of its enterprise content managed life cycle, how does that trickle through to any location where those files have been synchronized.

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