SecuriSync: Never Lose Another File

SecuriSync: Never Lose Another File 25+ Tips for Surviving IT’s Common “Uh-oh” Moments With SecuriSync

by Intermedia

INTRODUCTION

In its inaugural IT Confidence Index1,

A Confidence Score of

Intermedia pinpointed some of the biggest

7.2 out of 10

challenges IT decision makers face. With overall confidence at a modest 7.2 out

reveals IT is worried about security and available resources

of 10, IT is concerned with combating security risks, which is compounded by limited investments in infrastructure to meet current and future business demands. In the day-to-day, this means IT

Read on for tips on how to overcome some

must overcome many immediate

of the most common IT mishaps and learn

obstacles, including those unwittingly

how SecuriSync by Intermedia, the all-in-

or unintentionally created by their own

one backup, file sharing and collaboration

end-users. These “uh-oh” moments can

solution, can protect your data and keep

range from something as simple – but

your end-users up and running no matter

inconvenient – as spilled coffee on a

what the day throws at you.

laptop, to a havoc-inducing ransomware attack, to a compliance-busting data

Never lose another file.

breach triggered by a former coworker accessing sensitive data. At the core of each of these incidents is the threat of file loss and reduced productivity,

1

http://www.intermedia.net/itconfidence2016

but you can guard against them with a single solution that is simple, automatic and easy to use. And we’ll show you how. SecuriSync: Never Lose Another File | 2

When your CEO spills coffee all over his laptop moments before his big presentation

ADVANTAGE #1: INSTANT ACCESS TO ALL FILES

We’ve all had that moment of sheer panic. Your CEO’s laptop – or another colleague’s device – fails just as they are about to share an important file in a pressure-packed situation. Then the questions start: Is the file backed up? Can you get to it? You’re where?! With SecuriSync, you don’t have to worry about losing files ever again. You can ensure your users can get to their files, even in the toughest of circumstances, and reduce their downtime caused by failed hardware, lost devices or other unexpected events.

1

Rapidly shift to a new device

When one computer, tablet or phone goes down, another can quickly take its place. Files are kept securely in the cloud and are accessible from virtually any device and browser. SecuriSync works across Windows, Mac, iPhone, iPad, Android, Windows Phone and Blackberry devices.

2

Retain any recent updates Files are backed up and synced in real time so they stay up-todate whenever a change is made – not just once a day like so many other solutions. Synced files are instantly recoverable for worst-case scenarios.

SecuriSync: Never Lose Another File | 4

SecuriSync Backup and File Sharing

3

Share files quickly while keeping control Out of necessity in the moment – say files can be accessed from a phone, but the phone doesn’t work with a room’s audiovisual set-up – documents may need to be shared with someone else. Never fear. Users can easily share files and folders with a click of a button, but still maintain control by setting permissions for others inside your company or at vendors, business partners and customers.

4

5

Automatically restore files to a new device Employees and administrators can use SecuriSync’s restore feature to bring back files from any previous version, including specific points in time. Just install the SecuriSync desktop client on a separate machine to automatically restore files.

Wipe information in a hurry File loss is not always the result of a hardware failure. It can also happen when a device is lost or stolen. To reduce the risk of a serious data breach, any

File loss can result from malfunctioning, lost or stolen devices

SecuriSync device can be remotely wiped of all SecuriSync data with one click. This ensures that critical business data can be removed quickly and easily from machines that have fallen outside of IT control.


THE MOST COMMON CAUSES OF HARDWARE FAILURE It’s Murphy’s Law. If anything can go wrong, it will and always at the worst possible moment. Devices fail frequently and that often results in lost or inaccessible data. These are some of the most common causes:

EQUIPMENT MALFUNCTION

VIRUS, MALWARE OR ATTACK

You know the dreaded Blue Screen of Death is coming when inexplicably and unexpectedly the crashes start, the drivers fail, and software is corrupted.

Malicious hackers not only have the ability to steal data, they can also take systems hostage and delete or permanently damage files.

HUMAN ERROR

MOTHER NATURE

Drops. Spills. Bad habits. You’re only human after all.

While fires, floods and storms might not be the leading cause of failure, it turns out computers would rather not be hot, wet or windblown.

NO POWER Power is the lifeblood of your computing device, but dead batteries, forgotten power cords and electricity that goes out and then surges back on can all adversely effect both hardware and software.

LOSS AND THEFT Unfortunately, not everyone keeps their hands to themselves and leaves other peoples’ things alone.

When an employee unwittingly triggers a ransomware attack SHADOW

71h:32m:03s

ADVANTAGE #2: INSTANT ROLLBACK AND IMMEDIATE ACCESS TO HOSTAGE FILES

We’re sure you’ve seen the news. New concerns over data security pop up regularly. In fact, our crypto-ransomware study2 confirms that IT decision makers are highly concerned about ransomware. SecuriSync enables you to get employees back to work quickly when a ransomware attack occurs and eliminate the most costly impact: downtime.

1

Be prepared

While many businesses have emergency plans for natural disasters, power outages or other disruptions, fewer have “e-crisis” responses for cyber threats. To protect your organization from attack, create a business continuity plan that includes SecuriSync in advance to shield your files, help contain the damage and limit the cost of lost sales, angry customers and bad PR.

2

Contain any outbreak immediately As soon as you recognize there is an outbreak, remove any affected devices from the network so they cannot exploit an internet connection to infect others, or worse, send information back to the hackers. Shut down the network if you have to, then determine the scope of the infection, including source, type, number impacted and how much data is at risk. Once you have a handle on it, it’s also time to consider contacting law enforcement.

2

http://www.intermedia.net/ransomware



3

Instantly roll back to clean files SecuriSync files are backed up and synced in real time so they stay up-to-date whenever a change is made and can easily be restored to any previous versions. Leveraging its administrator controls on an uninfected computer, IT can complete a mass rollback of users’ files and folders to the moment in time just before the infection occurred.

4

5

BONUS: This means there is no reason to ever pay a ransom demand

Get users back to work on alternate devices With SecuriSync, files are accessible from virtually any device and browser so productivity can resume immediately after rollback, and the outbreak becomes just a mild disruption instead of a major disaster.

Rebuild the original machine(s) The best practice to remove malware completely is to do a NIST secure wipe or replace the hard drive and install a fresh image of Windows. SecuriSync can then restore and sync files and folders, including any edits users make while on alternate devices.

6

Reassess your protection plan Once order is restored, conduct a postmortem and roll out any necessary updates to your business continuity plan. Be sure to include end-user education/training to make sure everyone understands what caused the infection and how to avoid having it happen again.


THE HIDDEN COSTS OF A RANSOMWARE ATTACK Paying the ransom is the least of your worries. No, really. The damage to your business can be far more wide reaching, says an in-depth crypto-ransomware study conducted by Intermedia.

72% 32%

PRECIOUS FEW HAVE A BUSINESS CONTINUITY PLAN IN PLACE 72% of business users lost access to data for at least two days, and 32% lost access for five days or more.

DOWNTIME OCCURS EVEN IF YOU PAY THE RANSOM 52% of experts reported that the wipe-and-restore process took two or more days for infected devices. Even worse: 19% of companies that paid the ransom still didn’t get their files back.

75%

19%

52%

RANSOMWARE TENDS TO HIT MULTIPLE USERS AT ONCE 75% of outbreaks affected three or more people, and 47% of outbreaks spread to at least 20 people.

47% DOWNTIME TRIGGERS ADDITIONAL COSTS In addition to infected machines and lost data, there are lost sales, angry customers and bad PR.

When your soon-to-be ex-employee is about to take your confidential company data with him

ADVANTAGE #3: FULL CONTROL OVER ACCESS TO FILES

It’s a startling statistic: 88% of ex-employees retained access to the file sharing services they used at their old jobs, opening their former employers up to a number of potential risks, including compliance failures, data breaches, malicious attacks on data and reputations, and the loss of intellectual property. You can mitigate the potential problems – whether intentional or not – posed by former employees and gain full control over access to private corporate information with SecuriSync.

1

Make the corporate file management solution as user friendly as consumer apps

If it requires even marginally more effort – like logging into a VPN – than consumer file sharing services, users won’t use it. Data will be stored outside corporate control, and when employees move on, access to that data moves with them. You must provide a file sync and share service that’s simple, automatic and easy to use but enables IT to govern access privileges.

2

Deter insecure file sharing practices Data breaches are much more likely to occur when users turn to personal devices or consumer-oriented services to share files. SecuriSync lets users transfer files securely both inside and outside of the company, while managing access – that can easily be revoked when someone leaves – at all times.



3

Protect against data loss One day, an ex-employee casually purges her personal cloud storage accounts, and suddenly you’ve lost the only copy of all her work. When users are connected to SecuriSync instead, automatic backup and version control keep data from being lost if files are accidentally or deliberately altered.

4

Exert control SecuriSync provides IT administrators and business managers with the ability to manage users, devices, policies, files and sharing activities, including full access to end-user content and the ability to adjust permissions at a granular level.

5

Claw back the data SecuriSync’s remote wipe capabilities can ensure that sensitive data is removed from mobile devices, home PCs and any other employee device.

97%

of employees have access to some form of sensitive or confidential information.

88%

retain access to the file sharing services they used at their old jobs.


YOUR BIGGEST SECURITY THREATS COME FROM THE INSIDE Intermedia’s insider risk3 and rogue access4 reports demonstrate that the biggest risk to your company’s data security could be your employees – both past and present. Of course, it’s not always malicious actions. Oftentimes, it’s just bad habits.

ON THE JOB

97%

WHEN THEY LEAVE

88%

of employees have access to some form of sensitive or confidential information

retain access to the file sharing services they used at their old jobs

93%

of employees admit to engaging in at least one form of poor data security

68%

admitted to storing work files in personal cloud storage services 3 4

https://www.intermedia.net/report/riskiestusers https://www.intermedia.net/Reports/RogueAccess

45%

could still access what they consider “confidential” or “highly confidential” data

50% admit that they have logged in to their ex-employers’ systems

When the auditors want to review every file from the last seven years

ADVANTAGE #4: AUTOMATIC ENFORCEMENT OF BACKUP AND DATA RETENTION POLICIES Regulated industries are required to safeguard files for government audits, but compliance standards often present challenges for organizations in sharing, managing and retaining data. For instance, the Health Insurance Portability and Accountability Act (HIPAA) requires healthcare organizations to prevent alteration and unauthorized access to files containing patient data. Financial firms must also secure and protect files as well as preserve them for anywhere from two to seven years. And even if you aren’t in a regulated industry, you should still be concerned with properly securing and storing your data as 82% of US businesses will be involved in some type of litigation. To keep your critical business information safe and secure, be prepared to comply with an audit request and reduce your exposure to financial and legal liabilities, you can implement SecuriSync.

1

Maintain strict control over access To guard against unauthorized or unlawful access to information, SecuriSync lets you set role-based permissions, monitor activity and track file access and sharing activities via a detailed, searchable audit log.



2

Enforce backup and retention policies SecuriSync provides real-time file and folder backup capabilities that protect data from loss, alteration or destruction. IT administrators can manage backup policies, determine version and retention periods, and prevent the ability for users to permanently delete files.

3

Always find and access the most recent file SecuriSync supports full-text indexing, search and time stamping for data and then makes it easy for IT administrators to perform both single and mass pointin-time restorations.

4

Demonstrate preparedness for a catastrophic event Prepare your organization for disaster, disruption, attack or theft with a business continuity plan that includes SecuriSync to shield your files, help contain the damage and mitigate liability, and limit the cost of lost data, angry customers and bad PR.

5

Extend compliance to all your business associates Remember: Privacy and security standards apply to you and your service providers. SecuriSync enables you to securely share and manage confidential documents and folders inside and outside of

Your responsibilities and liabilities also apply to your contractors and partners

your organization.


GOVERNMENT REGULATIONS THAT MAY AFFECT YOUR DATA If these regulations impact your business, you need tamper-proof file sharing, backup and storage to secure, protect and preserve your data.

REGULATION5

COMPLIANCE REQUIREMENT

SEC

Securities dealers must implement specific, enforceable retention procedures, including:

Rule 17a-4 (and NASD 3010)

• Data must be verified automatically for quality and accuracy • A searchable index of all data must be maintained • Indexes must be easily retrievable Records must be preserved at least six years – the first two in “an easily accessible place”

GRAMM-LEACHBLILEY ACT The Safeguards Rule

HIPAA

Financial institutions must design, implement and maintain an information security plan to protect customer data

Security Rule (45 CFR Part 160, 164)

Implement technical security measures to guard against unauthorized access to protected health information that is being transmitted over an electronic communications network

USA PATRIOT ACT

• Files are backed up, indexed and searchable • Full audit trail of all sharing and file management activity

This summary does not purport to list, nor should it be interpreted as stating that Intermedia addresses, all legal requirements related to data storage and retention. Compliance with SEC, HIPAA and other applicable laws is complex and multi-faceted and is ultimately the responsibility of each entity that is subject to those laws.

5

When multiple teams are working to get the new product launched on time

ADVANTAGE #5: WORRY-FREE COLLABORATION

Successfully collaborating on any major project requires that colleagues from across an organization can easily and securely create, share and edit the right files at the right time, often all at once. But sometimes sharing documents can lead to confusion and lost information due to multiple versions and unintentional overwrites. When you have SecuriSync, you can stop worrying that the team is losing cycles, content – and precious time – working on the wrong version or editing over each other.

1

Ensure you’re always working on the most current version

Share folders with collaborators so everyone has instant access to the latest edits and changes. Users can share files and folders with a click of a button, but still maintain control by setting read/write permissions for others inside your company or at vendors and business partners outside your company.

2

Collaborate in real time with Office Online SecuriSync works with Office Online so employees can make, alter and work together on files. Co-editing allows multiple collaborators to edit a file simultaneously, and changes are viewed in real-time, shortening review cycles by reducing the amount of time required to merge edits and consolidate versions. Annotated comments keep feedback together with documents.



3

Transfer the most up-to-date files without clogging the team’s inbox Use link sharing to help ensure large files will be delivered through any email system and reduce mailbox size by automatically replacing file attachments with secure links.

4

Prevent accidental overwrite and data loss As soon as files are created or changed, they are backed up – and instantly accessible from any browser or device. Backed-up files can easily be restored to any previous version at any time and date using SecuriSync in cases of deletion, conflicting edits or overwrite.

5

Stay in control SecuriSync offers complete control over access and permissions, which can be edited, updated and revoked at any time, for internal and external

Full management over files, users, devices and sharing activities

resources. Administrators can enforce syncing, sharing and backup policies and dive into end-user content to adjust privileges, add/delete/ restore files and search across the SecuriSync folder and file structure.


COLLABORATION DRIVES THE MODERN ENTERPRISE Without the productivity tools to create, edit and share files, nothing would get done.

Today, more than 1.2 billion people around the world rely on Microsoft Office for creating and editing files.

43% of employed Americans work remotely at least sometimes.6

Office mobile downloads have exceeded more than 340 million.

The need to collaborate on files leads many colleagues to share them both inside and outside their organizations, but they don’t always do it securely.

97%

97% of employees have access to some form of sensitive or confidential information.7

Email is the de facto collaboration tool.

54%

6 7

54% of employees save company files to personal cloud storage.7

https://www.nytimes.com/2017/02/15/us/remote-workers-work-from-home.html https://www.intermedia.net/report/riskiestusers

CONCLUSION

SecuriSync is an easy-to-use file

and existing file servers and is backed

management service, which also helps

by Intermedia’s 24x7 phone support and

secure and manage your critical business

99.999% uptime SLA.

data, so you can avoid – or recover from – virtually any IT incident.

For more information, visit Intermedia.net/SecuriSync.

SecuriSync enhances traditional file sync and share by adding real-time backup and restore capabilities. It integrates with Exchange, Office 365®, Outlook®, Office

LEARN MORE ABOUT SecuriSync


ABOUT INTERMEDI A Intermedia is a one-stop shop for cloud business applications. Its Office in the Cloud™ suite integrates the essential IT applications that companies need to do business, including email, unified communications, file backup and sharing, productivity, identity and access management, mobility, security and archiving. Intermedia services offer enterprise-grade security, a 99.999% uptime service level agreement and award-winning 24x7 support, as certified by J.D. Power and TSIA. Intermedia’s over 750 employees serve over 1,000,000 users across more than 85,000 businesses and 6,000 active partners, including VARs, MSPs, distributors and telecoms. Its Partner Program lets partners sell under their own brand with control over billing, pricing and other elements of their customer relationships. Intermedia is the world’s largest independent provider of Exchange email in the cloud and a leading cloud voice provider.

Get started with SecuriSync. Contact us today. CALL US

EMAIL US

ON THE WEB

800.379.7729

[email protected]

intermedia.net/securisync

Office in the Cloud and SecuriSync are either trademarks or registered trademarks of Intermedia.net, Inc. in the United States and/or other countries. Microsoft, Office 365, Outlook, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Android, is either a registered trademark or trademark of Google Inc. iPad, iPhone, and Mac are registered trademarks of Apple Inc. BlackBerry is the trademark or registered trademark of BlackBerry Limited, the excusive rights to which are expressly reserved. J.D. Power 2016 Certified Assisted Technical Support Program, developed in conjunction with TSIA. Based on successful completion of an audit and exceeding a customer satisfaction www.tsia.com benchmark for assisted support operations. For more information, visit www.jdpower.com www.jdpower.com or www.tsia.com.