Online File Sharing and Collaboration in the Enterprise

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Market Landscape Report Online File Sharing and Collaboration in the Enterprise Enabling Workforce Mobility and Productivity By Terri McClure and Kristine Kao December 2011 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 2 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Contents What is Online File Sharing and Collaboration? ........................................................................................... 3 The Impact of Consumerization.................................................................................................................... 4 Market Structure ...................................................................................................................................................... 5 Market Participants .................................................................................................................................................. 6 Online File Sharing Market Trends ............................................................................................................... 7 Making an Educated Investment: Current Service Offerings ....................................................................... 8 Online File Sharing and Collaboration Service Offering Basics ............................................................................... 10 Administration and Control Capabilities ................................................................................................................ 14 Security and Availability Features .......................................................................................................................... 16 The Bigger Truth ......................................................................................................................................... 18 ESG Online File Sharing and Collaboration Segment Coverage.................................................................. 19 All trademark names are property of their respective companies. Information contained in this publication has been obtained by sources The Enterprise Strategy Group (ESG) considers to be reliable but is not warranted by ESG. This publication may contain opinions of ESG, which are subject to change from time to time. This publication is copyrighted by The Enterprise Strategy Group, Inc. Any reproduction or redistribution of this publication, in whole or in part, whether in hard-copy format, electronically, or otherwise to persons not authorized to receive it, without the express consent of the Enterprise Strategy Group, Inc., is in violation of U.S. copyright law and will be subject to an action for civil damages and, if applicable, criminal prosecution. Should you have any questions, please contact ESG Client Relations at (508) 482-0188. Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 3 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. What is Online File Sharing and Collaboration? The trend toward “consumerization” marches onward in IT; more and more end-users are choosing their own hardware platforms and software applications in lieu of the IT-sanctioned business tools provided by their companies. These end-users are looking to tackle issues like data sharing, portability, and access from multiple intelligent endpoint devices, creating a conundrum for IT as it needs to balance business enablement, ease of access, and collaborative capacity with the need to maintain control and security of information assets. This need for balance is one of the drivers of the fast growing online file sharing and collaboration segment of the SaaS market. In fact, ESG research shows that three years from now, the majority of companies will deliver at least 20% of their applications via SaaS (see Figure 1).1 Of the companies surveyed, 25% reported that they already use or plan to use SaaS to deliver collaboration and file sharing applications, ranking third behind the much more mature SaaS applications like CRM (35% use or plan to use SaaS for CRM) and e-mail (30% use or plan to use SaaS) (see Figure 2). Considering the head start that both CRM and e-mail have from a SaaS offering maturity standpoint, file sharing and collaboration plans have come a long way since Dropbox pioneered the concept of file synchronization in 2007, which seems to be one of the core adoption drivers for these services. Figure 1. Extent of SaaS Usage, Now and 36 Months from Now Source: Enterprise Strategy Group, 2011. 1 Source: ESG Research Report, Cloud Computing Adoption Trends, May 2011. 44% 26% 13% 5% 6% 4% 1% 14% 25% 19% 16% 13% 11% 3% 0% 10% 20% 30% 40% 50% Less than 10% of applications 10% to 20% of applications 21% to 30% of applications 31% to 40% of applications 41% to 50% of applications More than 50% of applications Don’t know Of all the applications used by your organization, approximately what percentage is currently delivered via the SaaS model? How do you expect this to change over the next 36 months? (Percent of respondents, N=208) Percent of applications that are delivered via SaaS today Percent of applications that will be delivered via SaaS 36 months from now Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 4 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Figure 2. Applications Organizations Have Deployed or Expect to Deploy via the SaaS Model Source: Enterprise Strategy Group, 2011. Interestingly enough, a significant portion (about 40%) of decisions regarding the use of alternative application delivery models are being made or influenced by non-IT executives or business unit owners as opposed to IT,2 and the online file sharing and collaboration space is the poster child for this adoption model. IT is getting pulled into this space whether it likes it or not. This report examines the online file sharing and collaboration market, which ESG defines as follows: The online file sharing and collaboration market includes Software-as-a-Service offerings that help customers share and access documents and other files in the cloud, and allow for easy access by and collaboration across multiple endpoint devices. This report looks at SaaS offerings focused on sharing and collaboration and purposely excludes those services focused primarily on data protection and backup. The Impact of Consumerization ESG has observed a significant shift in the acceptance of alternative endpoint devices by corporate IT staffs. What are the forces compelling these changes? As shown in Figure 3, end-user demand tops the list of drivers for alternative endpoint device usage, identified by nearly three-quarters (71%) of respondent organizations. The trend is more evident in larger IT shops with more than 1,000 people in the overall organization. With the continued mass market adoption of sophisticated devices like smartphones and tablets in the consumer space, it simply follows that these users would push to utilize those devices for both personal and work purposes. The second most commonly cited factor causing a shift in endpoint computing also involves employee influence, specifically mobile or remote end-users requiring application access from a variety of devices. 2 Ibid. 9% 18% 18% 20% 21% 21% 22% 22% 23% 24% 24% 25% 30% 35% 0% 10% 20% 30% 40% Legal (e-discovery, case management, etc.) Content management / document management Industry-specific applications Business analytics Accounting / financial Internet / e-mail marketing Human resources Security (anti-spam, anti-virus, etc.) Sales force automation Data protection (backup and recovery, data archive, etc.) Project management Collaboration / file sharing E-mail CRM (Customer Relationship Management) What specific applications has your organization currently deployed or does it expect to deploy via the SaaS model? (Percent of respondents, N=335, multiple responses accepted) Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 5 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Figure 3. Factors Responsible for Change in Endpoint Device Usage, by Company Size Source: Enterprise Strategy Group, 2011. As a result of these changes, many organizations are also modifying their policies to accommodate the influx of employee-owned and -provided PCs, tablets, and other endpoint computing devices. For example, of companies that allow end-users to bring their own PC or equivalent device, 83% allow employees to use the device for both personal and business use. In addition, 54% of companies currently provide a stipend to pay for devices while another 27% plan to in the future.3 Ultimately, consumerization can be a “win-win”—corporate IT staffs pass on the cost of device acquisition and service plans while maintaining control over their organization’s information, and employees have the freedom to use devices of their own choosing. However, there are critical issues that IT managers must consider, such as providing application and workspace deployment options that enable IT to manage and maintain user identity, device independence, security, and predictable productivity. As we will soon discuss, these considerations will be paramount for enterprise IT organizations who not only are facing end-users that want to use popular online file sharing and collaboration solutions, but that want to do so from the endpoint device(s) of their choosing. Market Structure The providers of enterprise (or “business-ready”) online file sharing and collaborations services can be categorized into two major segments: Companies that developed and evolved enterprise services from a predominantly consumer-focused service offering and those designed and built for enterprise use from inception. Due to the nature of these beginnings, comparative service offerings and features differ slightly in both categories. Services offered by companies that started with a consumer customer base in mind tend to be intuitive, easy to use, and rely on conversion from a free “starter kit” to drive business sales. Most of these companies have service 3 Source: ESG Research Brief, Corporate Endpoint Device Policies Evolve, June 2011. 24% 21% 30% 38% 44% 52% 62% 31% 36% 43% 52% 55% 63% 75% 29% 32% 39% 47% 52% 60% 71% 0% 20% 40% 60% 80% Strengthened security Support in-house contract workers Many end-users don’t require full-functioning endpoint devices like desktop/laptop PCs We are developing new applications that are optimized for new devices IT cost reduction initiative Increase in the number of mobile or remote end-users that require application access from a variety of device platforms End-user demand for different/alternative devices Which of the following factors would you say are most responsible for the change in your end- users’ endpoint device usage? (Percent of respondents, multiple responses accepted) Total (N=209) Enterprise (1,000 employees or more, N=143) Midmarket (100 to 999 employees, N=66) Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 6 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. models geared toward consumer support—such as e-mail-based problem resolution—which could leave enterprise IT, used to 24x7x365 phone support, wanting. Companies with services built from inception for enterprise use typically have more sophisticated administrative capabilities, better integration with enterprise applications and tools such as Microsoft Active Directory, more robust SLAs, and more comprehensive security and data protection features. They also have enhanced support options that enterprise IT may find more palatable. These two areas are quickly coming together as consumerization continues to push its way into IT. End-users demand simplicity and mobility. Services built with a consumer focus are quickly evolving to include enterprise feature sets, but are still at varying stages of market readiness in terms of enterprise focus, ability to execute and investment. Market Participants In conducting research for this report, ESG sought to interview the leading vendors in this space including the most well-known vendors in the industry as well as some enjoying less brand recognition (see Table 5 for a complete list of vendors interviewed). This latter group is likely to garner increasing attention over the next 12-18 months as the market continues to surge. Based on the market structure described previously, the current market landscape in ESG’s view is depicted in Figure 4. Figure 4. The Online File Storage and Collaboration Market Landscape Source: Enterprise Strategy Group, 2011. *YouSendIt install base includes primary use case of Send (basically advanced FTP integrated with Yahoo or Outlook). ESG estimates the broader file sharing and collaboration usage is much lower but there are no numbers. ** As reported by the service providers or based on ESG estimates. Neither Nomadesk nor Sugarsync disclose actual user counts This is clearly a point-in-time snapshot of the market. ESG expects the sizes and positions of the vendor’s “bubbles” to shift significantly over the next few years. Even as of the writing of this report, the most well known vendor, Dropbox, announced it received a $250M funding round and plans to invest in business acceleration initiatives. You can bet that building better enterprise offerings is fairly high on the priority list. It also announced a new, business Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 7 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. focused solution called Dropbox for Teams offering centralized administrative controls. Box announced receipt of $81M in funding and has launched an entire division focused on building its enterprise presence, and product and support capabilities. It held its first ever user conference and drew attendees from many big name brick and mortar companies known for more conservative approaches to IT. These organizations, like many others, are being forced to contend with supporting end-user demand for these types of solutions. A representative of one company in attendance (a well known consumer brand) stated that their organization has moved more than 70% of its unstructured file data to Box, replacing Linux-based file servers and NAS appliances from storage vendors such as EMC and NetApp. All of the companies on the chart recognize the potential for enterprise IT adoption and are making a serious play for the market—it will be interesting to revisit this chart in a year and see who has successfully shifted “up and to the right” in terms of their business market focus and capabilities. Online File Sharing Market Trends In speaking to both end-users and vendors, one thing is clear: while IT departments are not necessarily proactively shopping for new online file sharing and collaboration solutions, IT’s customers, actual end-users, have adopted these applications in droves for both personal and business use. With cloud applications becoming ubiquitous thanks to their ease of use, fast and easy installation, data protection and portability features, more employees are “going rogue” by using SaaS offerings for both personal and business requirements, bypassing their organizations’ IT departments at least temporarily, forcing IT to take a look at these applications to “catch up” to users. This, of course, has huge implications for IT. Many IT executives remain reluctant to embrace SaaS and other public cloud computing services. Indeed, in a survey of senior IT professionals, ESG asked about factors preventing companies from adopting cloud computing services.4 Figure 5 shows their responses, including the top two inhibitors: security/privacy concerns and loss of control. Figure 5. Factors Preventing Wide Scale Adoption of Public Cloud Computing Source: Enterprise Strategy Group, 2011. 4 Source: ESG Research Report, Cloud Computing Adoption Trends, May 2011. 17% 19% 20% 20% 21% 25% 27% 28% 29% 32% 32% 43% 0% 10% 20% 30% 40% 50% Network connectivity and costs Don’t see any financial or operational benefits Performance concerns Company philosophy against outsourcing Data availability / recovery concerns Regulatory compliance / audit concerns Have plenty of in-house skilled resources Satisfied with existing infrastructure and process Cloud computing offerings need to mature Too much invested in current IT infrastructure and staff Feel like we would be giving up too much control Data security / privacy concerns Why do you believe that public cloud computing services will have little or no impact on your organization’s IT strategy over the next five years? (Percent of respondents, N=256, multiple responses accepted) Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 8 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. As a result of their end-users’ “rogue” activity with respect to adopting externally-hosted cloud apps, IT organizations are put in a reactive position and have to address security (plus a host of other) concerns to ensure employees are using a secure service and corporate information assets are not placed at risk. Whether they like it or not, IT is ultimately being forced to do their due diligence on new cloud applications so that they can support their end-users’ requirements while making an investment in secure, enterprise-ready platforms. It is no wonder that data security and privacy concerns are top of mind for IT professionals when it comes to evaluating cloud services. Employees have access to all types of confidential information including employee data, customer data, and intellectual property. IT departments do their best to harden networks in efforts to protect this data, but their work is negated if they can’t protect or access company data employees are storing in the cloud. What’s more, online file sharing and collaboration applications introduce new challenges as they typically allow users to store and access data via many different devices: desktops, laptops, tablets, smartphones, and any other device with Internet connectivity. IT departments will realize quickly that there needs to be an endpoint device security discussion. What happens when data can walk away with a tablet or cell phone? What policies need to be in place to protect data? Is password protection enough, or does IT need to be able to remotely wipe data from a lost device? When it comes to traditional file sharing and collaboration solutions, IT generally configures and manages policies that dictate which employees have read/write access to certain files, how often files are backed up/synced, and where files can be accessed from. SaaS applications shift that control to end-users, which can cause issues and headaches for IT in the long run. Interestingly enough, while cost savings is often cited by cloud vendors as a driver for cloud adoption, ease-of-use and business enablement seem to be bigger drivers for the adoption of online file sharing and collaboration services. ESG talked to a number of end-users who’ve done head-to-head cost analysis and determined that, for their use cases, buying a dense storage system with high capacity SATA drives and keeping everything in house would actually be cheaper for them. But ease-of-use, the ability to support any endpoint device (with tablets being cited most often) and avoidance of the need for logging into a VPN to even get to a shared drive far outweigh the extra cost of going to the cloud. Additionally, users cited the business agility enabled by capacity on demand as another major benefit that just can’t be weighed in a one-to-one cost analysis. This SaaS revolution is driven by users and IT departments are being dragged in. It may have a big impact on the IT industry in general. End-users indicate that they are moving toward new applications and IT service delivery models and away from storing data on classic fixtures like systems from NetApp and EMC or Linux or Windows file servers. As such, expect to see some level of share shift from file servers to SaaS over time, though the biggest near-term impact is likely to be on laptop and desktop drives as more devices with wi-fi, 3G, and 4G support become available. This may trigger users to shift working data that they would normally keep on their PC to the cloud. Making an Educated Investment: Current Service Offerings Given the “horizontal” nature of file sharing and collaboration (i.e., effectively every knowledge worker with an Internet-connected device is a potential user), the increasing number of remote and mobile workers in most organizations, and the proliferation of alternative endpoint devices, online file sharing and collaboration represents a natural cloud-based application. Consequently, ESG recommends corporate IT departments get in front of the coming wave of end-users using or demanding use of these services, and endorse a single offering that best balances collaboration and file sharing needs with IT’s security and control requirements. With a smart and educated investment, companies stand to satisfy their users while enjoying better security and control over company information, better administrative capabilities, and ultimately, peace of mind. With this in mind, ESG interviewed and conducted secondary research on the top online file sharing and collaboration vendors. While there was quite a bit of overlap in features and functions for end-user support, ESG found that each vendor was in a different stage of development in terms of security, SLAs, and administrative controls. Indeed, some, like Nomadesk, started out with an enterprise lens and have an offering that is quite robust in terms of administration, control, and security—in fact, it gives IT all of the controls it is used to seeing in a NAS Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 9 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. environment with the portability and accessibility that come with a cloud environment. Others, like YouSendIt, started out by offering an FTP-like service with lots of security and control and are just beginning to offer file sharing and collaboration, but they have a solid enterprise foundation to build on. At the other end of the spectrum is Dropbox, which has a huge presence in the consumer space, but is only just beginning to recalibrate its offering for enterprise IT. Here is a quick summary of ESG’s findings: • Box. In late 2007, Box made a big bet on attacking the business user space and started investing in administrative controls, security features ,and a support structure more akin to what business users (corporate IT) would expect. It hired a management team with experience in selling enterprise IT software and solutions. It is well along the path. Box’s advantages are that it is compatible with a variety of mobile devices, has robust content and collaboration features, and it is enterprise ready—it integrates with 150 different business applications like Microsoft SharePoint, EMC Documentum, Salesforce, NetSuite, and LiveOffice and has partnered for security with Ping, Okta, Mobile Iron, and Good Technology among others. Proctor and Gamble is its largest customer in production and is well on its way to implementing the 20,000 seats it bought. While Box will provide dedicated account managers for enterprise accounts, it still has some work to do in fully rounding out its service and support—but is squarely focused on continued growth of its enterprise business while maintaining (and growing) its consumer presence. • Dropbox. Widely regarded as the dominant vendor in this market, due to its well known file synchronization capability (which allows users to have files stored in the cloud and synchronized onto multiple other devices) Dropbox users can quickly and easily install Dropbox on almost any device and get a consistent view of their files. It is exceptionally easy to use and has a huge user base of over 50 million users. It claims that, every 3 days, one billion files are saved to its service. The challenge for Dropbox is that most other vendors now have file synchronization capabilities—to continue on its red hot growth path, it will need to keep its current install base happy and leverage its name recognition for growth while simultaneously adding features and support focused on business users. • Egnyte. One of the few companies (along with Nomadesk, and Citrix ShareFile) that started out with a business use case focus. Egnyte calls its solution “HybridCloud” and is one of the only companies that syncs the cloud with both servers and desktops. Because the adoption model in the online file storage and collaboration market is strongly driven by individual users pulling IT into the picture, vendors like Egnyte that do not offer a consumer-focused “freemium” model tend to lose out. They don’t have the huge consumer adoption numbers that Dropbox, Box, and YouSendIt can brag about, nor do they have a base of incumbents hounding IT to hold on to their chosen solution. But Egnyte has a well rounded enterprise offering and boasts both HIPAA and FINRA compliance, and offers an option for customers to have n+4 data redundancy, expanding its use cases beyond those that its bigger consumer-space competitors can fully address. • Nomadesk. This company is still an emerging player in the market, but, like Egnyte, is starting with an enterprise focus. It gives administrators the experience of managing a more conventional NAS system with lots of security and administrative controls, but it also has broad endpoint device support and sync capabilities, so it is a bit of the best of both worlds. Users can install the same software in which the Nomadesk service is based on, but within an in-house data center or in the Nomadesk data center. Partners can resell and custom brand the platform as well. It is HIPAA compliant and takes the extra step of having regular third-party audits and penetration testing. The challenge for Nomadesk will be to capture enterprise share while the consumer brands are still building enterprise capabilities, but it has a solid foundation to build on. • Citrix ShareFile. ShareFile was one of the lesser known companies in this space until October of 2011, when it was acquired by Citrix. The company was completely bootstrapped by its founders, yet in the six years since it was founded has managed to sign 18,000 corporate accounts with over 3 million users. Like Egnyte and Nomadesk, ShareFile does not have a consumer offering and is instead focused on building a business Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 10 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. solution. It is both PCI and HIPAA compliant, so it can address a wide variety of use cases. Because it is designed for enterprise use, it has strong administrative functionality, broad policy support, and a focus on availability. In fact, while some vendors rely on Amazon S3 and its undisclosed remote mirroring policies for data protection (Amazon refuses to disclose its remote copy policies and functionality), ShareFile mirrors its Amazon instances to a third-party facility that has a fully RAID protected storage back end to ensure availability. ShareFile may not have the name recognition of the brands that come from the consumer space, but with Citrix behind it, it has potential to get in front of many corporate customers that it would not have reached on its own. • Syncplicity. Another of the smaller, newer vendors on the scene, Syncplicity has managed to get to more than 25,000 business customers and that is before investing in sales and marketing. According to the company, it is in various stages of deployments with companies ranging in size from as small as two people to over 20,000—it is seeing uptake across the board. Unlike many sync applications, Syncplicity does not force users to create a new folder and to drag and drop files into the service—users can choose which existing files/folders they want synced/shared from the existing directory structure by just checking them off. It integrates with a number of enterprise applications such as Google Docs, Salesforce, and Microsoft SharePoint and supports sync of files between those cloud and server-based applications. Syncplicity has also announced in December of 2011 new enterprise features such as SAML / Active Directory SSO, policy- and Administrator-driven remote wipe of shared folders, and “client download restrictions” which prohibit users from accessing Syncplicity from outside the business domain in addition to existing controls on access of shared files inside and outside the business. • SugarSync. SugarSync has a strong consumer presence. On the business front, it is focused on small and medium-sized businesses and, according to the company, about 25% of its “millions” of users are business customers. It has strong adoption with over 6 PB of data in their cloud. And those that use SugarSync really make use of it—the company claims that the average user stores 29 GB. SugarSync does secure, online backup (put a copy in the cloud), plus sync (put copies on all my devices), plus online sharing and collaboration. One of its advantages is that it allows file sync between users. It is SMB focused: compatible with 96% of mobile devices and a good fit for collaboration as well as personal usage (share photos, music, etc.). • YouSendIt. Thanks to its roots as an FTP replacement, YouSendIt has expansive integration with traditional business applications and tools (for example Active Directory and Outlook). YouSendIt is relatively new to the online file sharing and collaboration space having just launched their version of content collaboration tools, but it would make sense to keep an eye on it as it has the integration points and technology expertise to attack this market more broadly. It is seeing early traction with the new collaboration platform and has signed some big deals, including 11,000 seats across the global offices of one of the largest advertising agencies in the US (the fourth-largest in the world) and has 10,000 seats at a US-based manufacturer of food and chemical products headquartered in California. Online File Sharing and Collaboration Service Offering Basics Pricing and offerings differ based on the amount of storage, number of users, levels of support, and availability of data on mobile devices. Table 1 provides a detailed view into the business offerings of each vendor (consumer- focused offerings could vary significantly). IT departments should pay particular attention to scalability (licensing structures and how easy it is to add users) and SLAs (whether there is an uptime guarantee). In addition, those making the shift from traditional storage vendors to the online space should be warned: chances are they are used to a certain level of support and while some vendors offer “premium” or “dedicated” support options, others only offer FAQs and online help. Box, Syncplicity, and YouSendIt stand out in this area as they provide dedicated account managers for enterprise accounts. Users need to be careful—it can be difficult to do an apples-to-apples pricing comparison because some charge per seat, some have capacity limits or charge by capacity, and some custom quote pricing for business users. This is, Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 11 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. indeed, a nascent market and offerings will likely continue to evolve as vendors evaluate pricing models and make land grabs with attractive pricing options designed to lure users. Table 1. Service Offering Core Features Advanced Features Enterprise Pricing & Licensing Structure* Trial Period Box Sharing and collaboration Auto sync Access anywhere via web/apps (including offline) Custom branding • Content Preview of 100+ file types directly within the browser • Full-text search • Automatic version control • Upload by e-mail • Folder level discussions and comments • Assign tasks and due dates • Device tracking • Shared Links set for specific domains only • On mobile, offline access to entire folders. • Billing codes for chargebacks • Ability to set bandwidth limits Business: $15/user/month with 1TB (+) Enterprise: $35/user/month with unlimited storage 14 day free trial Dropbox Sharing and collaboration Auto sync Access anywhere including offline • Ability to set bandwidth limits • LAN sync (If two computers are on the same local network, files are synced using a proprietary peer-to- peer protocol) $795/yr, 5 users, 1000GB shared (+) user licenses $125/yr with 200GB per license 30 day free trial Egnyte Sharing and collaboration Auto sync Access anywhere including offline Custom branding • Hybrid Cloud: Cloud File Server and Local Cloud • Full text search • Ability to use company mail server to send notifications (as opposed to Egynte mail server) • HybridCloud, support for continuous syncing between PC/Mac, NAS, Virtual Appliance and the public cloud • Sync with Servers $124.99/month*, 25 power users , 1TB shared (+) $150/month*, 1TB, 30 power users, 1TB shared (+) 15 day free trial Nomadesk Sharing and collaboration Auto sync Access anywhere including offline Custom branding** • Encrypted local drive • File Tracking $10 /month /user (+) with unlimited storage Also available as a white label software solution for enterprises to build private file sharing and collaboration clouds 14 day free trial Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 12 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. ShareFile Sharing and collaboration Auto sync Anywhere access via web/apps Custom branding • File Tracking • Highly customizable branding • Sync for servers • Remote upload form $99/month, 20 users, 20GB shared (+) $499.99/month, 150 employees, 150GB shared (+) 30 day free trial SugarSync Sharing and collaboration Auto sync Access anywhere including offline • 2-way sync technology for active syncing of all files (even to mobile devices) • Sync ANY folder/sub- folder/files on your computer – not restricted to a special sync folder • User-to-user sync • Shared documents/folders only count against one account not both accounts. • Mobile support includes iOS, Android, BlackBerry, Symbian and Windows Mobile (Windows Phone coming soon) • Stream music to any mobile device • AutoSync of photos from mobile devices to computers $299.99/yr, 3 users, 100GB shared (+) user licenses $99.99/yr (+) storage $299.99.yr for 100GB/yr 30 day free trial Syncplicity Sharing and collaboration Auto sync and backup Access anywhere including offline • Users keep existing hierarchy (no need to move into folders) • Automatic version control - No need to check in/out • Supports sync of files between cloud and server-based applications $45/month, 3 users, 50GB shared (+) user licenses $15/month (+) storage $10/month for 10GB 30 day free trial YouSendIt Sharing and collaboration Sync capability Access anywhere via web/apps Custom branding Offline E-signature $15/user/month with unlimited storage (Team product, enterprise pricing not disclosed) 14 day free trial Source: Enterprise Strategy Group, 2011. *Most vendors offer volume discounts, see websites for details. There are four levels of infrastructure commonly found. These are: 1. The service provider owns the data center and all the technologies and people, like the Amazon, Google, IBM and Oracle models. 2. A co-location model where the service provider rents the physical space from a Tier A Data Center provider but owns hardware, storage, software and its own people manage the data center operations. 3. A lease model where the service provider rents the physical space and hardware but runs its own software on it. 4. Use Amazon and outsource everything. Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 13 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. With varying ownership models we also see varying service levels available. Some vendors, like Dropbox, just pass through Amazon SLAs, while others, like ShareFile, augment Amazon services with broader business continuity services and leverage third party data centers for additional redundancy. Table 2. Infrastructure and Support Infrastructure SLA Support Desktop & Laptop Support Endpoint Device Support Box Co-Lo from 3rd party Box runs its own data center with its own data center architecture optimized for Box service on the West Coast, East Coast in three different locations to build in redundancy, back up and disaster recovery strategies 99.9% Uptime SLA 24/7 support Enterprise: Dedicated support options Windows, Mac Apps for iPhone, iPad, Android, Android Tablet, Touchpad, Blackberry, Playbook Others access via web browser Dropbox Hybrid of Amazon S3and Co-Lo No. Inherited from Amazon Phone Support (PST hours) Knowledge base/FAQs Online Ticket support Windows, Mac, Linux Apps for iPhone, iPad, Android, Android Tablet, Blackberry Others access via web browser Egnyte Co-Lo from 3rd party data centers (Equinix for Amsterdam) Office local cloud: NetGear RediNAS Enterprise local cloud: VMware virtual machine 99.97% Uptime SLA (upgrade option) Knowledge base/FAQs 24/7 e-mail, 10/5 phone Premium option (12/5 phone, 1 hr response time) Windows, Mac, Unix Apps for iPhone, iPad, TouchPad , Android Others access via web browser Nomadesk 3rd party Can install private cloud in company's data center or local MSP provider 99.9% uptime SLA Knowledge base/FAQs chat, e-mail, phone, (CET and PST office hours) Windows, Mac Apps for iPhone, iPad, Android, Blackberry, WinPhone7 Others access via web browser ShareFile Amazon EC2 and S3 (US, EU, AP) Co-Lo from 3rd party data center in Chicago Negotiable Dedicated account manager for setup and support 12/5 phone, 24/7 e-mail) Offer free training Windows, Mac, Linux Apps for iPhone, iPad, Android, Android Tablet, Blackberry, WinPhone7 Others access via web browser SugarSync Co-Lo from 3rd party data centers (US east and west coast and Korea) No. Offered "As-Is" Knowledgebase/FAQs 11/5 phone support included in business subscription Windows, Mac Apps for iPhone, iPad, iPod Touch, Android, Android Tablet, Blackberry, Windows Mobile, Symbian Others access via web browser Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 14 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Syncplicity Co-Lo from 3rd party data centers and Amazon EC2 and S3 No - Inherited from Amazon EC2 Dedicated account manager Knowledge base/FAQs Priority support (e- mail, priority response time) Premium option (phone, same day response) Native clients integrated with file browser for Windows, Mac Apps for iPhone, iPad, Android Others access via web browser YouSendIt Run own DC in San Jose (lease) and UK (MSP) 7 layer DCs 99.9% Uptime SLA 24 x 7 x 365 support Dedicated account manager Site admin, training, professional services for implementation Windows and Mac (beta for sync) Apps for iPhone, iPad, Android, Blackberry Others access via web browser At first glance, some of these offerings may seem similar. However, there are differences in terms of which vendors/service offerings are better suited to enterprises and which are better tailored for SME companies. For example, all vendors listed provide sharing and collaboration capabilities and, generally speaking, all files stored on these solutions are accessible with an Internet connection. Box and YouSendit however, offer easy scalability—IT doesn’t need to determine how much storage it will need because they charge by the user, not by storage. They also offer custom branding, extensive mobile device support, and, in addition to the dedicated account manager, peace of mind with a 99.9% SLA and 24/7 phone support. Box is unique in that it offers a preview feature where users can preview almost any file type within the web browser (no need to install/download other applications). Box also provides features that IT appreciates—such as the ability to restrict sharing to specific domains, device tracking, user-specific custom terms of service, and the ability to chargeback to business units based on usage. SugarSync, on the other hand, is an ideal option for SMEs that need an easy-to-implement service and the option to scale without the need for 24/7 support or guaranteed uptime. The service works without requiring users to move files into new folders, and allows them to keep their existing folder hierarchy, so IT doesn’t need to implement a behavior change within the company. Also, in addition to offering great business functionality like offline access to files, sync across users, and support for multiple mobile devices, SugarSync offers personal features (e.g., music streaming to mobile devices) as well, which would fit well with companies that allow personal use of endpoint devices. Administration and Control Capabilities In addition to basic file sharing functionality, IT shops looking to roll out online file sharing and collaboration solutions across the enterprise need central administration capabilities for configuration and management tasks. Since this is not a requirement for consumer solutions, ESG finds that most vendors are still building out their capabilities in this area. These are critical requirements however, and the service providers that make it easy for end-users to implement and manage their solutions will have a natural edge over the competition. Among the key administration and control questions that enterprise customers should ask are: Can group policies be set from a central dashboard, or does each account need to be set individually? Is there integration with Active Directory for not just Single Sign-On to the service but also, leveraging Active Directory Groups for fast and easy provisioning, de-provisioning, and policy management? Does the offering allow for administrator visibility into account usage through audit reports and provide data for chargebacks to business units? These questions need to be addressed in order for to maintain control over company data and information. Table 3 illustrates management features offered by each vendor, as well as data protection capabilities such as versioning and redundancy. Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 15 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. Table 3. Administration and Control Capabilities Admin Setup Integration with existing IT tools Data protection/ availability management Box Central configuration/support Collaboration policies Audit reports Integration with LDAP, Active Directory (not just for SSO but also using Active Directory Groups for automatic provisioning and deprovisioning), Ping, Okta, Mobile Iron, Good Technology, Google Docs, Salesforce, SharePoint, Outlook, Office,,Jive, Chatter, Yammer and over 40+ ECM systems including EMC Documentum. Also integrated with Cloud SSO from VMWare, Citrix and Intel. n+1 or better resiliency within each data center Encrypted data on transfer and at rest (sent offsite for redundant backup To main DCs mirrored and geographically dispersed Own DR site Unlimited version history Dropbox Central configuration Collaboration policies Redundant backups of all data over multiple locations to prevent the remote possibility of data loss Unlimited version history Egnyte Central configuration/support Collaboration policies Audit reports Integration to LDAP, Active Directory, Outlook, Google Docs, Salesforce, SAML, Quickoffice and unifiedFTP for FTP server replacement N+2 up to n+4 data storage RAID6 storage.Desktop and Server Sync for Power users: all files stored locally and in the cloud Changes are immediately synced Standard users: unlimited version history Nomadesk Currently for Resellers only - GA 2012 limited integration to LDAP, Active Directory Version history (14 versions, customizable for resellers) ShareFile Central configuration/support Collaboration policies Audit reports Integration with LDAP, Active Directory, Outlook, FTP RAID storage in Amazon, data is also mirrored in a third-party DR site Unlimited version history EU and APAC data centers for faster upload speeds and support for customers who want to keep their data in the EU SugarSync Central configuration/support Collaboration policies Integration with mobile doc editing, Outlook Data stored redundantly in carrier-grade (SAS 70, Type II) Version history (5_+ current) Disaster recovery Syncplicity Central configuration/support Collaboration policies Audit reports Integration with Google Docs, Salesforce, SharePoint, LDAP, Active Directory Two data center policy Data and keys in separate data centers All files stored in online Syncplicity account Changes are immediately synced Unlimited version history YouSendIt Central configuration/support Collaboration policies Audit reports Integration with Active Directory, LDAP, and plugins to Acrobat and Photoshop Multiple redundant copies of files Geo-distributed queuing system Distributed storage architecture Source: Enterprise Strategy Group, 2011. Box, Egnyte, and Syncplicity all impressed ESG with their administration and control capabilities—each offered robust central administration, configuration, audit reports, high availability, and unlimited version history. Another point to consider is the file sharing service’s integration with existing applications and tools. ESG believes Box and YouSendIt have made the most progress in terms of integration with common enterprise applications. Dropbox boasts thousands of integrations, but those are mostly with consumer applications—it is still building out capabilities with enterprise apps and management tools. Overall, the depth of integration varies widely across current service providers and offerings. Enterprises need to ask their potential online file sharing service providers about how tightly and seamlessly they can integrate with their business applications and evaluate those providers accordingly. Market Landscape Report: Online File Sharing and Collaboration in the Enterprise 16 © 2011, Enterprise Strategy Group, Inc. All Rights Reserved. The third key area to consider from a management standpoint is the vendor’s data protection and redundancy. Just how safe is user data in the event of a hardware failure? A site failure? How many versions are available for recovery? Service provider offerings run the gamut, with some having limited or no real disaster recovery capability and just local hardware redundancy and others supporting multiple remote disaster recovery sites as well as local redundancy. Users need to consider business continuity when they standardize on a service provider – if data in inaccessible for a period of time, how much will that impact the business? If the answer is “it won’t,” any solution will meet the need, but if there are big time business costs associated with data inaccessibility, then users need to consider a service with multi-site redundancy and DR, like Box, Dropbox, Syncplicity, and ShareFile. Most also have unlimited version history so older versions of documents can be recovered, but with varying degrees of difficulty to get at older versions. If version history and tracking are important, it is worth evaluating these systems for ease-of- use in recove

ESG Market Landscape Report.pdf

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