Google is rolling out a new Gmail function that allows users to insert up to 10GB of files into an email using its cloud-based storage system Drive. The new option is likely to push some users to ditch traditional email attachments and move to Drive for file sharing.
More file sharing through Drive poses issues for companies, including greater difficulty enforcing document destruction policies and security concerns over who is given access to data stored outside business controls. And in the event of litigation, the challenge of complying with court orders to hand over documents becomes far more complex when employees have private storage accounts, said Matt Cain, a Gartner analyst. “Google’s announcement should be a wakeup call to make policies that ensure the systems don’t put the enterprise in harm’s way,” said Cain.
But the surge in the use of web-based storage in businesses appears inevitable. CIOs have few ways to prevent employees from uploading files to services like Drive and Dropbox, other than a complete block on the sites – and even that step would be easy to work around. But the new tool may help reduce accidental data leakage through features which make users more aware of who is receiving shared files.
Source : http://blogs.wsj.com/cio