Is Dropbox your next File Server?
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This document summarizes a webinar about Dropbox for Business. It discusses how Dropbox works by syncing files across devices through a Dropbox folder. It can share files between users through collaborative or one-way sharing. Security features like encryption, remote wiping, and sharing controls were highlighted. Questions from attendees addressed encryption options, reliability, and backups. Pricing was noted to have a 5 user minimum on an annual subscription plan. Experiences implementing Dropbox for Business in organizations were shared around folder renaming limits and sync vs cloud-based solutions. The webinar concluded by recommending Dropbox for Business for clients not heavily invested in Microsoft's ecosystem and who want more than a basic file server.
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Is Dropbox your next File Server?
- 1. Is Dropbox Your Next File Server? Community IT Innovators Webinar Series November 17, 2016
- 2. Webinar Tips • Interact Ask questions via chat. • Focus Avoid multitasking. You may just miss the best part of the presentation. • Webinar Slides & Recording PowerPoint and recording links will be shared after the webinar.
- 3. About Community IT Advancing mission through the effective of technology. • Invested Work exclusively with nonprofit organizations, serving over 900 since 1993. • Strategic Help our clients make IT decisions that support mission. • Collaborative Team of over 30 staff who empower you to make informed IT choices.
- 4. Steve Longenecker Director – IT Consulting slongenecker@communityit.com
- 5. • DfB refer to themselves as a File Sync and Share solution. • Gartner talks broadly about EFSS, which is Enterprise File Synchronization and Sharing. What is Dropbox for Business?
- 6. The Pitch Workers need to use multiple devices to get things done Workers need anywhere access to files to get things done Workers need to collaborate effectively to get things done of global information workers use 3 or more devices 53% of employees work from multiple locations37% of employees work with people outside their company65%
- 7. • Easy adoption because it’s familiar • Platform agnostic • Simple, good enough security The Pitch
- 9. File Sync And Share And The Future Of Work
- 10. • Relies on a Dropbox app (available for Windows, Mac OS, Android, iOS, Linux) • Creates a Dropbox folder on your device’s “hard drive” • The Dropbox service syncs your Dropbox folder with the Dropbox cloud. • DfB says in their marketing material “It just works.” How does it work? - Sync
- 11. • Logon to dropbox.com to see the cloud version of your synced files/folders • Install the Dropbox App on your other devices to sync your files/folders there as well • Use “Selective Sync” on a Dropbox App to chose not to sync certain files or folders (though they remain in the cloud and could be synced on other devices) How does it work? - Sync
- 12. Share your files/folders with others from either the cloud (browser) portal or the Dropbox App. • Collaborative Sharing • One-way Sharing How does it work? - Share
- 13. • Each account needs a separate email address. • Personal and Business accounts can be linked in the same Dropbox App. • If a user has a Personal Dropbox account under their work address, when their workplace gets Dropbox for Business they’ll be able to either: • Migrate their personal account files into the DfB account, or • Reassociate the personal account with a personal email address. Personal vs. Business
- 14. Security Features Extensive Audit Log Remote WipeSharing Controls Gives IT admins extensive auditing to track who’s sharing what If a device is lost, remote wipe allows IT to quickly delete that information & keep it secure Easy-to-use controls can restrict access and keep your data safe
- 15. Security Features Strong Encryption Single Sign-on Two-step Verification Uses strong cipher encryption in transit and at rest, as well as file segmentation & hashing to anonymize stored data Secure accounts by enabling authentication features like single sign-on (SSO) support Dropbox for Business allows for further account protection by offering support for two-step verification
- 16. • How to balance safety and access of confidential personal information stored files? • Want to learn more about encryption options with Dropbox • How reliable is Dropbox? • What about backups? Pause for Questions
- 17. • Subscription model • Five user minimum • Discount for Nonprofits • Annual commitment • Unlimited storage • Non-profits buy through a reseller How much does it cost?
- 18. • Good solution and would recommend • File History/Recovery function is very appreciated • User training needed, especially around: • Two ways to share • Shared files are the real files • Don’t dump (willy-nilly) large files into a shared folder Our Clients Say
- 19. • Can’t rename root folders without unsharing and resharing • Can’t share at different levels of a folder hierarchy • Folder ownership is different than admin permissions • Cloud portal experience is mixed • Migration relies on sync Experiences from the Field
- 20. • Sync works well with folders, so a forklift migration is reasonable • Sync requires bandwidth • Sync precludes coauthoring • Sync can lead to version conflicts • Our instinct is that Cloud is the future Sync vs. Cloud
- 21. • SP and ODfB are part of Office 365. If you already have Office 365 subscription, they are “free” • Microsoft is betting on machine learning as the future of search • SP has potential for more sophisticated enterprise controls • SP integrates with the rest of the Microsoft stack • Dropbox for Business is not complicated DfB vs. SP/ODfB
- 22. • Dropbox for Business is a good solution that we support • We recommend Dropbox for Business to clients that • Are looking for more functionality than a basic file server can provide • Aren’t heavily invested in the Microsoft stack • Don’t want to invest in a new SharePoint paradigm Summary
- 23. Upcoming Webinar See you in 2017! Thursday January 19 4:00 – 5:00 PM EST tbd
- 24. Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered. Missed anything? Link to slides & recording will be emailed to you. Connect with us
Notas del editor
- Matt’s
- Matt’s
- A way to have “MY files” on all my devices and share them with my colleagues and others. In its July report, Gartner listed four companies in its top right “leaders” portion of its EFSS magic quadrant: Citrix, Box, Egnyte and Dropbox. It had two companies in the top left “challengers” quadrant: Google and Microsoft.
- August 2014 To get things started, I wanted to review some of key trends impacting how businesses get things done today. I believe that these market dynamics help set the content for today’s discussion and help you understand the role that this product will have within your organization. The first key market trend centers around growing role of devices in the workplace. Today more than 53% of information workers use 3 or more devices. If I asked you all cleaned out our bags and pockets, I am guessing that we would find that most of your are multi-device users. I am sure that you all would say that each of these devices had a role and helps you maintain your efficiency. For me, I use my phone to review email when I am waiting for the bus, my tablet for reviewing presentations in bed and my laptop for creating content. I am not alone. Today workers need to use multiple devices to get things done. Next, employees are more frequently working outside the office. Today more than 37% of employees work from multiple locations. Some employees like to work from home. Others are required to travel for work. Whatever the case may be, these same workers need to have access to important files or they can’t be efficient. Workers need anywhere access to files to get things done Finally, employees commonly need to work with external parties. Today 65% of employees work with people outside their company. Working effectively means these employees to share information and collaborate. However, this requirement gives IT headaches because they need to make sure that these files are secure as they move in and out of the company firewall. [If possible, share applicable examples of how you have seen these trends in other SMB businesses that you support to make the data points come alive.] This is the new world that we live in and businesses need to adjust. <click>
- To share files with employees To copy files between computers To backup files so I don’t lose them To share files with partners. It makes me more efficient in all aspects of my day-to-day work
- “hard drive” because a phone has solid state storage, as do many laptops these days. “It just works” is a pretty good description. Files are split into blocks and encrypted. Only changed blocks are synced.
- Collaborative sharing Associated with an email address Can be within the team or outside the team. Outside the team, the email address needs to be associated with a Dropbox account Outside the team, the receiving Dropbox account has the shared materials count against their Dropbox storage quota. Admins can limit who certain folders can be shared with. “One-way sharing” Read-Only Share Links - allow downloads and simple preview in a browser. Share Links can have expiration dates sent. The links are “live” meaning that if the document is changed by someone who has edit rights, the link still works and it gives access to the updated version.
- LDAP integration is possible. Two-step verification is optional Admins can control whether team members can share folders outside the org. Shared links can be set with expiration dates.
- Also mention device management – ability to disconnect or limit devices. Integration with AD can be done through a Dropbox connector that you install on your DC. SSO requires a third party identity provider Auth0 Bitium CA Siteminder Centrify Google Apps OneLogin Okta Ping Identity Salesforce Symantec Identity: Access Manager Symplified
- how to balance safety and access of confidential personal information stored in user files? https://www.dropbox.com/transparency is interesting. In general data stored in cloud based systems like dropbox are encrypted in transit and in rest. This means that if a hacker got into the back end of the system, your data would be unintelligible to them. If a malicious actor had access to your computer, then they would have access to all of the files that you do. If you are storing extremely sensitive information then I would suggest looking into file encryption software using public/private keys. Want to learn more about encryption options with Dropbox Adding a service like BoxCryptor is an option, though CIT has no experience with it and can’t speak to the practical scalability of such a service. reliability and backup? Search of web doesn’t pull up lots of concerns about Reliability. See https://status.dropbox.com/history for the fact that Dropbox appears to be self-reporting 1-2 outages per month. Their terms of service says the service is provided “As Is” so there’s not an SLA, which is interesting for a service that purports to be for the Enterprise. https://www.dropbox.com/dmca#terms. It’s expensive to put another service on top of DfB, but we do feel a certain amount of conservativeness when it comes to all the files. DfB promises unlimited backups for all time, plus ability to rollback the entire account.
- Retail is $15/user/month – 30% for nonprofits equals $10.50/month. It is an annual commitment, and we do the procurement though Ingram Micro. Hello Matt, That is correct, All non profits will continue in the manual process as previously done and will not be migrated to the distributor at this moment. I am not sure the precise definition of non-profit. I think that 501c3 are pretty much automatic. We will need to ask about c4 & c6, although I think that RBID got the discount and they aren’t a c3.
- Can’t share at different levels of a folder hierarchy - So if you share a folder called Board of Directors with your entire board, its subfolder called Finance Committee also has to be shared to the entire board – you can’t limit access to that subfolder to just the finance committee. And if you’ve already shared the Finance Committee folder, you can’t share its parent folder Board of Directors until you unshare the Finance Committee folder. Another catch we’ve discovered that’s related to folder planning concerns folder ownership. In Dropbox for Business, root level shared folder “ownership” is different than “admin permission.” The owner is the person who created the folder and shared it initially, that might not be the organization’s Dropbox Administrator(s). This only matters (but then does matter a good deal) if you are unsharing and resharing a folder, perhaps to rename it – as described above. Even if you are an administrator, when you unshare a folder, you lose access to it completely since you aren’t the owner and it’s no longer shared (the owner will still be able to rename it and reshare it). Cloud portal experience is mixed – moving large folders in the cloud portal might fail. Better to do it locally. Dropbox for Business Online Editor fails for random reasons. Finally, it turns out that the only way to effectively get an organization’s documents into Dropbox for Business is to use this Dropbox Sync approach (there’s no FTP service and the cloud portal’s upload tool works on files but not folders). In practical terms, this has meant the migrations we’ve done for clients have had more user impact than we might like. To minimize risk of sync breakdown, we ask clients to freeze their use of file shares until the initial sync has completed, but that initial sync can take many days and sometimes weeks.
- Sync requires bandwidth – matters when moving around large files or folders. Forklift means less end user learning. Whole concept of metadata can be ignored. Dropbox “Badge” is functionality that alleviates some of the Sync risks. Badge only works with new versions of Office and with .x files. Our instinct is that Cloud is the future – as bandwidth becomes ever more present, reliable, faster. In some ways, “Badge” is tacking cloud functionality onto the Sync model. Mention DELVE.
- SP has potential for more sophisticated enterprise controls – Information Rights Management, Data Loss Protection, Windows Information Protection (WIP) Also more granularity in permissions. We do believe that moving to SP/ODfB means moving to a browser to access files a lot more.
- Johan
- Johan
- Johan.