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Considerations and decisions on Configuring your
Enterprise File Synchronization and Sharing solution
(EFSS) By James Je...
+
Overview
 Managing an EFSS solution at scale (thousands of employees and
external users) requires making configuration ...
+
How to use this material
 Making the configuration parameters and the potential
alternatives visible, helps to start co...
+
About me
 Software Engineer, Master of Science in Information Systems
Technology, PMP, PMI-ACP and IT Project Manager. ...
+
About your EFSS users
+
Which internal user groups shall be
able to use the EFSS?
 Permanent employees
 Temporal employees
 Outsource personn...
+
Which user groups shall be able to
invite new external users?
 Permanent employees
 Temporal employees
 Outsource
 I...
+
How to manage the provisioning of
external users?
 Automatic provisioning with
self registration upon share
invitation ...
+
Can external users have their own
space in the EFSS
 No, external users only
access folders that have been
shared by in...
+
Deactivation of external users
 Accounts are automatically
deactivated once shared folders
expired or access to all fol...
+
About the content in your
EFSS
+
What storage quota should be set?
 5 GB
 10 GB
 50 GB
 Unlimited
 Other ________
 Quotas in EFSS not only allow to...
+
EFSS vs the corporate document
management?
 Users can make documents
available from the corporate
document management
s...
+
What individual file size maximum
should be set?
 2 GB
 3 GB
 __ GB (System max)
 Other ________
 This helps to man...
+
What file formats should not be
allowed?
 Allow all file formats
 Block the following filer
formats
__________________...
+
About the deployment of your
EFSS
+
What EFSS client software should
be available to internal users?
 Desktop clients (includes
automatic full content
sync...
+
Which EFSS client software should
be automatically installed?
 Desktop clients automatically
deployed to all computers
...
+
What EFSS client software should
be available to external users?
 Desktop clients (includes
automatic full content
sync...
+
Level of end user support for non
managed devices and at home
 Self-service guidance
 Help desk managed by the
organiz...
+
Level of end user training and
support at the office
 Self-service guidance
 Help desk managed by the
organization
 H...
+
About sharing content
+
Sharing levels?
 Share using unauthenticated
links
 Share with registered users
only
 Unauthenticated shares are
simp...
+
Maximum quantity of devices with
EFSS per user
 Unlimited for all devices
 1 Client Desktop (for
computers managed by ...
+
Sharing duration for external users
 Unlimited duration by default
 Sharing with unlimited
duration is not allowed.
 ...
+
Summary
+
Summary
 This considerations are a starting point an organization can use
to properly communicate, start discussions an...
+
Thanks!
 If you have any feedback or questions please contact me at:
 Linkedin: https://www.linkedin.com/in/jamesjesus...
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Considerations and decisions on configuring your Enterprise File Synchronization and Sharing (EFSS)

Managing an Enterprise File Synchronization and Sharing (EFSS) solution at scale (thousands of employees and external users) requires making configuration decisions that sometimes are hard to discover and navigate. This material aims to help you navigate the configuration of your EFSS.

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Considerations and decisions on configuring your Enterprise File Synchronization and Sharing (EFSS)

  1. 1. + Considerations and decisions on Configuring your Enterprise File Synchronization and Sharing solution (EFSS) By James Jesus Sifuentes, M.Sc., PMP Washington, DC May 2014
  2. 2. + Overview  Managing an EFSS solution at scale (thousands of employees and external users) requires making configuration decisions that sometimes are hard to discover and navigate.  An EFSS solution is not a ON/OFF solution, it requires configuration of different settings. Sometimes these configuration settings are not visible enough to the decision makers and this can lead to assumptions and a false sense of security and readiness.  The following key considerations aims to help you navigate the configuration of your EFSS.  This considerations and decisions can also guide your EFSS selection process, as some may not be supported by all EFSS.
  3. 3. + How to use this material  Making the configuration parameters and the potential alternatives visible, helps to start conversations and keep the EFSS’s stakeholders informed and engaged in the decision making.  This list of considerations and decision points is what I would expect from EFSS vendors to provide to potential customers but it is an starting point only.  This list can be simplified or expanded to suit your organization needs and your specific EFSS The marked answers are just a sample!
  4. 4. + About me  Software Engineer, Master of Science in Information Systems Technology, PMP, PMI-ACP and IT Project Manager. More than 12 years of experience in the IT field.  Currently coordinating the rollout of an EFSS solution for around 4,000 employees and hundreds of external users, all of them globally dispersed in the US and 26 countries  Experience includes: Enterprise Content Management, Case Management and Business Process Automation solutions, SharePoint as intranet, collaboration and professional networking solution, Financial consolidation solutions and more.  Currently based in Washington, DC working for a multilateral development Bank.
  5. 5. + About your EFSS users
  6. 6. + Which internal user groups shall be able to use the EFSS?  Permanent employees  Temporal employees  Outsource personnel  Interns  Other internal users  Managing who can use the EFSS can help to balance risk and value provided.  Not all users need access to the EFSS
  7. 7. + Which user groups shall be able to invite new external users?  Permanent employees  Temporal employees  Outsource  Interns  Permanent external partners  Temporal external partners  Other external users  Managing who can invite new external users to the EFSS can help to balance risk and value provided.  Note that this only refer to the initial invitation, not to who can use a shared folder already shared with external users.
  8. 8. + How to manage the provisioning of external users?  Automatic provisioning with self registration upon share invitation is made by internal users.  External user creation requires some approval or controls  Other ____________  Does your organization requires some controls to activate new external users?  What happens if a user sends the share invitation to a wrong email address?  What information about the external users needs to be captured so they can managed?
  9. 9. + Can external users have their own space in the EFSS  No, external users only access folders that have been shared by internal users. They don’t have their own space at the EFSS  Yes, external users have their own space at EFSS, in addition to the folders that have been shared by internal users.  Other ____________  Allowing external users to have their own space may create issues as there will be content that is not being shared with internal users but still under the organization’s EFSS.
  10. 10. + Deactivation of external users  Accounts are automatically deactivated once shared folders expired or access to all folders is removed.  Inactive accounts are deactivated periodically upon notification to shared folder owners.  Other ____________  External accounts clean up is needed.
  11. 11. + About the content in your EFSS
  12. 12. + What storage quota should be set?  5 GB  10 GB  50 GB  Unlimited  Other ________  Quotas in EFSS not only allow to manage overall storage usage but also provides controls to encourage users to do not use the EFSS space as replacement for the corporate repository and helps to enforce retention policies.  Quota includes only files uploaded, not files available trough shared folders.  If needed, this configuration could be expanded to set different quota levels per user type or other criteria.
  13. 13. + EFSS vs the corporate document management?  Users can make documents available from the corporate document management solution directly to the EFSS  Users can move or update EFSS documents directly to the corporate document solution  No direct integration between EFSS and the corporate document management solution  Other ________  It needs to be clear what content (and when) goes to each solution. Lifecycle of the content should be considered.  If no direct integration or guidelines, EFSS could create silos or duplication of content. This can be managed with procedures and guidelines.
  14. 14. + What individual file size maximum should be set?  2 GB  3 GB  __ GB (System max)  Other ________  This helps to manage the type of content that is uploaded.
  15. 15. + What file formats should not be allowed?  Allow all file formats  Block the following filer formats ________________________
  16. 16. + About the deployment of your EFSS
  17. 17. + What EFSS client software should be available to internal users?  Desktop clients (includes automatic full content synchronization for offline access)  Mobile Clients (offline capabilities only to selected files)  Web client  Each client software have different functionality and level of risk exposure, this needs to be analyzed  This can be expanded by type of internal users (Permanent employees, temporal employees, interns, etc. )
  18. 18. + Which EFSS client software should be automatically installed?  Desktop clients automatically deployed to all computers managed by the organization  Mobile clients automatically deployed to all devices managed by the organization  Mobile clients to be manually installed by each user  Organization policies sometimes restrict administrator’s privileges for end users, so the Desktop Client needs may need to be installed by administrator  Having the clients automatically deployed reduces the friction for a new users
  19. 19. + What EFSS client software should be available to external users?  Desktop clients (includes automatic full content synchronization for offline access)  Mobile Clients (offline capabilities only to selected files)  Web client  Each client software have different functionality and level of risk exposure, this needs to be analyzed  This can be expanded by type of external users (Permanent partners, temporal partners, etc. )
  20. 20. + Level of end user support for non managed devices and at home  Self-service guidance  Help desk managed by the organization  Help desk by the EFSS provider  Other ____  Extra support depends on the resources availability
  21. 21. + Level of end user training and support at the office  Self-service guidance  Help desk managed by the organization  Help desk by the EFSS provider  Other ____  Support and training level needs to be defined
  22. 22. + About sharing content
  23. 23. + Sharing levels?  Share using unauthenticated links  Share with registered users only  Unauthenticated shares are simple to use but increases the risks of unintended exposure of information
  24. 24. + Maximum quantity of devices with EFSS per user  Unlimited for all devices  1 Client Desktop (for computers managed by the organization)  1 Client Desktop non managed (i.e. at home)  ___ mobile devices  If there is no limits in the quantify of devices a single user can activate the EFSS, there is a risk of exposing EFSS content (i.e. temporal devices that are left activated or lost devices that are not reported for deactivation on time)
  25. 25. + Sharing duration for external users  Unlimited duration by default  Sharing with unlimited duration is not allowed.  Sharing requires a duration not to exceed ____ months.  Other sharing duration considerations ___________  Shared folders with external users for an unlimited duration could increase the risks of exposing information longer than needed.  Shared folder owner may change job roles or leave the organization and the external invited users may not be cleaned up.
  26. 26. + Summary
  27. 27. + Summary  This considerations are a starting point an organization can use to properly communicate, start discussions and decide on the right EFSS configuration  This considerations can help you identify if an EFSS doesn’t meet some specific needs of your organization.  Some considerations apply for all users groups but some can be broken down by user group or other criteria to have a more granular configuration, if needed
  28. 28. + Thanks!  If you have any feedback or questions please contact me at:  Linkedin: https://www.linkedin.com/in/jamesjesussifuentes  Follow me on twitter: @JamesSifuentes https://twitter.com/JamesSifuentes  Email: JamesSifuentes@gmail.com

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