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UK Intelligence Paper: Cloud and Security

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Introduc on Increasingly, the value of an organisa on sits not in its physical assets, but in its informa on. It has become the founda on of every modern organisa on, no ma er the industry, and if that data is lost or compromised, the organisa on suffers. It is therefore cri cal that IT departments retain control and visibility of their organisa on's informa on and can ghtly manage where it goes and who has access to it. But maintaining that control is a tall order, and with the prolifera on of the cloud and an increasingly mobile workforce, one that is becoming more difficult. M-Files commissioned this research project to be er understand how effec vely UK-based organisa ons are controlling their informa on and maintaining the integrity of their systems in a world that is increasingly 'cloudy' and driven largely by the ability to share data and informa on. What is clear from the findings is that for many it is a challenge. The rise of Shadow IT The benefits of the cloud are many and well documented. Organisa ons using cloud applica ons rou nely report achieving significant cost savings over their on-premises alterna ves and enjoy greater levels of flexibility, agility and efficiency. While it has enabled organisa ons to pay only for the IT services they use, as anyone familiar with the cloud knows, it does bring some challenges that must be managed - including the rise of Shadow IT. There was a me when nothing could happen within an organisa on without the involvement of the IT department, but the cloud is changing that. The wide availability and accessibility of consumer cloud services means that employees are able to procure and use their own file sync-and-share applica ons to carry out their work without the knowledge and/or authorisa on of their employer. This is what is commonly referred to as "Shadow IT". O en indica ve of a disconnect between the IT department and the needs of employees, Shadow IT makes it difficult for the IT department to maintain a complete view of its IT systems, and in doing so, opens the door to addi onal security risks and data breaches. Data breaches related to Shadow IT are an all-too- common occurrence. The findings of this research project show that only just over half of respondents can say with confidence that they were not breached last year as a result of unauthorised employee use of personal file sync-and-share applica ons at work. A significant minority simply don't know either way, which highlights the lack of visibility and control caused by Shadow IT. Data breaches have of course always been a problem and can wreak havoc on an organisa on's reputa on and profitability while threatening its Intellectual Property. However, the consequences are set to become graver s ll with the upcoming introduc on of the General Data Protec on Regula on (GDPR). A heavyweight piece of legisla on designed to be er protect European ci zens' Personally Iden fiable Informa on (PII) and due to be introduced into law in May 2018, those companies found to be in breach will be liable for fines of up to €20million or 4 per cent of their turnover. Security in the cloud Employees want easy access to the right documents and informa on, whenever and wherever they need them – and from any device. Cloud is (rightly) seen as the way to achieve this, but it is perceived by some to come at the expense of security and control. It shouldn't. Managed and deployed correctly, it is perfectly possible to achieve the desired results with cloud solu ons, allowing employees to work how and where they want, while s ll safeguarding organisa onal assets. This intelligence paper will explore the challenges faced by UK-based organisa ons as they a empt to leverage cloud technologies to enable seamless and easy employee access to their documents and informa on while mee ng their security and compliance obliga ons. 2 M-Files - Intelligence Paper

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