Information Body of Knowledge

Enterprise File Synchronization & Sharing (EFSS)

Enterprise File Synchronization & Sharing (EFSS) Definition

  • Possibly Misused Term (“Enterprise” may be unnecessary)
  • Sub-Discipline of Content Management
  • Information Types: Unstructured

Enterprise File Synchronization (often shortened to “Sync”) & Sharing systems are cloud-based systems that enable an organization's employees to securely share, collaborate, and synchronize information to internal participants and often external parties (such as customers, partners, and vendors). These systems are often lightweight and have functionality that is similar to consumer file sharing applications and are managed centrally by an organization. Functionality often includes link-based sharing (instead of sending attachments), file synchronization from corporate storage to local devices, user access controls and permissions, encryption and security, file-level password protection, and user authentication synchronization with corporate authentication protocols (LDAP, Active Directory, SAML, etc.).

InfoBOK v1.0

Enterprise File Synchronization & Sharing (EFSS) Key Points

  1. Often leveraged in organizations as an effort to prevent employees from using ungoverned consumer file-sharing technologies.
  2. Cloud-based systems.
  3. Synchronization may be to cloud storage but can also be on-premises or hybrid storage for internal EFSS systems.
  4. EFSS systems are often leveraged to reduce file attachments on email servers and may be used to replace file attachments.
  5. EFSS systems often have internal editing features for common business file types.

Enterprise File Synchronization & Sharing (EFSS) Overview

Enterprise File Synchronization & Sharing systems rose to prominence through the late 2000s as organizations began putting technologies in place to reduce the rogue usage of consumer cloud technologies to share information. EFSS systems allow employees to share, collaborate, and synchronize information to both internal and external parties while maintaining enterprise control and policy enforcement over that information. In many organizations, before adopting EFSS systems, consumer technologies such as Dropbox had been adopted by employees to achieve similar goals of sharing but moved information outside of the purview of their organizations. EFSS systems were rapidly adopted by many organizations to reduce the risk posed by consumer file sharing technologies.

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Information Coalition Resources on Enterprise File Synchronization & Sharing (EFSS)

Some resources are available only to Professional Members or Standard Members (free).

Information and Collaboration – A Match Made in Heaven (Katrina Pugh)

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Kate Pugh, Columbia University, will talk about how information governance is the delicate balance of information management and collaboration. We use both our left brain and right brain, leveraging our keen analytical and quantitative skills, and our dynamic, improvisational skills. But there is more that meets the eye here. Growing your organization’s collaboration capacity pays off in better participation in information governance. Growing your organization’s information management capacity pays off in building a more trusting and transparent place to take personal risks and innovate. As we embrace new content, such as sound files and internet of things sensor data. And as we collaborate across corporate boundaries and industries, being bi-lingual pays off.

Information Governance: From the Back Room to the Board Room – Roger Beharry Lall

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Learn how putting Information Governance strategies to work in your organization can help you make better business decisions. Roger Beharry Lall, Director of Market Strategy and Research at Adlib, will be discussing several case studies from insurance, energy, and banking showing how these organizations are applying new technologies like file analytics and intelligent capture to truly showcase the business value of Information Governance programs.

By positioning Information Governance under the umbrella of infonomics, and defining business value more clearly, information management leaders can gain more credibility within the organization. Moving from information challenge to information value by making direct changes to how content is handled, organizations can turn their unstructured content into usable and actionable information.

How To Identify & Contract With Cloud Services Providers That You Can Trust – Dennis Garcia, Microsoft

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Increasingly companies are using cloud computing solutions to help reduce their costs and achieve more. However, we still continue to read about high-profile data loss incidents and data privacy laws are changing rapidly. More than ever before it’s important for companies to conduct thoughtful due diligence when selecting a cloud services provider. In this session we’ll explore some strategies for identifying and contracting with a cloud services provider.

The Information Governance Conference 2018