This past January, cloudPWR, who acts as the local resource for WA state master contract (04913) for Box cloud storage, began a monthly newsletter. The topic outlined how Washington State makes it easy for government agencies to acquire inexpensive and secure cloud storage. If you missed it you can check it out here.
Today many Washington city, county, and state government agencies are actively using Box to securely share and access files on mobile devices, collaborate with entities outside the organization, and generally get work done faster. However, the many agencies currently using the product represent only a fraction of all agencies with access to the master contract, even though Box can be acquired for a third of standard pricing.
I often ask potential customers why they choose not to take advantage of the master contract for cloud storage offered by WS DES and responses generally fall into a fear of:
Agencies fear extended downtime without access to their data could hurt finances. However, most noteworthy companies providing cloud storage today offer guaranteed 99.99% availability.
Control Of Data
Many agencies fear they will lose control of their data, but moving data to a cloud solution like Box does not equate a loss of control; the only difference is the actual location of the data.
At $120 per user annually with unlimited capacity and no physical hardware to administer, it would be hard to make an argument that you can store your data less expensively at your physical location.
This by far is the most common reason agencies fear cloud storage. There is a fear of trusting data with another party and many organizations believe they can secure their data better on servers inside their own data centers. Is this true? Generally no, but possible with a lot more expense and headache! The major data breaches over the last five years came from private data centers, such as Target, Equifax, JPMorgan, Home Depot, and Sony, just to name a few. Why is Box not on this list?
- Box meets FedRAMP, FIPS 140-2, ISO 27001, and PCI DSS Level 1 standards.
- Box maintains certified compliance with HIPAA/HITech and ISO27018 standards.
- Box is approved for FINRA/SEC 17 a-4, SSAE 16 Type II, and SOC 1/2/3.
Box can also provide an added layer of security by leveraging Box Governance.
Manage Document Retention and Disposition Policies
Whether you’re a large enterprise in a regulated industry or a small store opening your first location, developing a simple and comprehensive system of record is critical. Setting the right retention schedules for financial documents, employee files, or customer engagements is key for maintaining compliances like SOX or EEOC regulations that impact every business. Plus, it ensures that the critical data your customers, employees, and partners need to get work done won’t get lost.
Conduct Defensible Discovery
Legal action from trademark issues, patent infringement, employee lawsuits, or consumer complaints are risks all companies face. Without the right systems in place to effectively discover and preserve relevant content, the costs and time spent on litigation can quickly spiral out of control. Legal holds ensure that content relevant to litigation can be searched, audited, and held indefinitely in Box, as well as integrated into your eDiscovery system or process.
Automate Security Classifications
Data security should be at the forefront of every company’s content strategy. Every business faces risks from security breaches and leaks — and the fallout and costs from dealing with them. Proactively restricting file sharing options and providing visual indicators of the sensitivity of files goes a long way towards eliminating accidental data leaks. Setting policies on content that has personally identifiable information, employee records, rough cuts of movies, or new product specs can also help minimize compliance or data leakage risk and the costs associated with cleaning them up.
Enforce Content Policies
Whether you’re a small e-commerce shop or a large healthcare organization, understanding when the wrong content is uploaded, downloaded, or shared, and taking action to remove it or deal with the user appropriately is crucial for every company’s data security.
Stay On Top of The Trash
Every business needs an effective way to prune content that has outlived its lifecycle, making sure users’ folders aren’t full of clutter. However, ensuring only the right people can permanently delete content is critical to ensuring only the right content is erased. Get the flexibility to remove unnecessary data — without compromising your ability to meet your retention needs.
Manage Domain Whitelists
Determining which domains are safe for your team, small business, or large enterprise to collaborate with is key to minimizing your risk of data theft or leakage. Make sure information isn’t accidentally shared with competitors and that your people only interact with customers, partners, or third parties you’ve determined are safe.
Data is at the core of modern business, and to stay competitive, companies need procedures and technologies that help them get the most from their data. At the same time, today’s cyber threat landscape requires businesses to follow certain security standards and regulations, ensuring sensitive information stays protected at all times. With a user-friendly interface, automated security controls, and a host of features that make high-volume data governance possible without the added legwork, Box makes businesses more flexible in their data operations while helping them stay secure and compliant.
- New Box Customers – cloudPWR would like to welcome WS Wine, City of Richland and WS Pollution Liability Insurance Agency to the Box family!
- Next month – Box Relay (Workflow) – Box Relay, developed by IBM and Box, makes it simple for everyone in your business to build, track, and manage their everyday workflows. Now you can drive productivity and standardize processes across your entire organization, all with the benefits of Box.
- View master contract pricing here.