Complete visibility and control for end users
When it comes to company documents that are owned by employees, IT and Security teams have limited context on who should have access to what. Without context, it can be challenging for admins to review access permissions and make the necessary changes that would reduce risk.
On top of that, employees aren’t educated about the problem of oversharing documents. They create links on documents every day and add external parties, but they don’t have visibility into the scope of their sharing. Employees need a way to have visibility into who has access to every document they’ve created. And, they need a way to remediate that access. Otherwise, they’ll keep up the same oversharing habits and the problem will only grow.
The problem is there’s no easy way for employees to get that visibility without looking at thousands of individual documents. This could add weeks of manual work for each person in a company, as employees don’t have the proper tooling.
IT admins could make the changes themselves, but the process can be time-consuming, and they still want employees to weigh in. This adds an extra burden for IT and Security teams as most systems just don’t have enough visibility or automation capabilities for admins or employees to do this effectively.
A solution is needed that helps employees take responsibility for their own documents. The ideal tool would be quick, intuitive, and easy to learn. Employees would not need technical expertise or advanced training to utilize it. They would be able to aid IT and Security teams with access control, without taking up tons of their own time or needing admin help.
An ideal system would have an employee portal where end users could see links on their documents, internal parties with access, and external parties with access, like personal accounts or old vendors. This system would help educate employees so they can understand more about their own sharing behaviors, and change how they share information.
Employees would be able to do periodic access audits in order to maintain compliance. Admins would also be able to send targeted requests for employees to make necessary changes that reduce risk. The system would be able to easily incorporate these requests into employee workflows through tools like Slack. Admins wouldn’t need to do any work to manually communicate with employees about these issues - the system would route appropriate communication on its own.
With this solution, employees would be able to investigate issues and then swiftly take action on them, remediating access and reducing risk with ease. The volume of tickets related to document access would drop significantly. The ideal system would be scalable, secure, and simple to use. Admins would be able to work effortlessly with end users—without manual intervention—making security a part of everyone’s job.