Customer Case Study: The College Network
The College Network Selects CloudLock to Gain Visibility and Control of External Exposures Effectively with Automated Monitoring and Alerting
The College Network™ is a global educational services and eLearning provider that enables busy adults to enjoy the pride, prestige, and enhanced earning power that comes from obtaining a college degree or professional certificate from their established partner universities.
Since 1992 The College Network and its partner universities have provided accessible educational programs for individuals seeking degrees or professional certificates, entirely through distance learning. Programs are available from leading universities for associate’s, bachelor’s, master’s degrees and professional certificates. Areas of study include a variety of disciplines such as healthcare, nursing, business, criminal justice, fire science, human resources, project management, marketing, lean six sigma, legal studies and more.
The College Network migrated to Google Apps early in 2011 as part of their innovative overall cloud strategy. The cloud strategy was developed by the office of the CIO to gain cost savings and reap the collaboration benefits of using cloud platforms and SaaS applications.
With the adoption of the cloud technologies came the need to maintain the same level of visibility and control that they had with on-premise systems.
“When we made the decision to migrate to Google Apps, my biggest concern was having visibility into what users were doing regarding access to sensitive files,” said Ryan Sallee, Chief Information Officer, The College Network.
Automated Monitoring, Alerting and Auditing
CloudLock provides ongoing monitoring of the entire domain with email alerts on newly exposed documents and changes in permissions for existing documents. This allows the IT staff to review only the “suspicious” changes that were automatically detected.
“CloudLock has given us the visibility to see who has access to which files and who they are shared with. The simple daily email alerts are an easy way for my administrators and I to keep track of changes with a simple glance at an email,” said Sallee.
CloudLock also provides a complete audit trail of all activities and changes performed. The audit is tamper-proof, and records all changes and searches done via the application as well as all end-user permission changes.
Document Governance and Change Management
“CloudLock provides me with a set of effective tools that creates awareness of what is going on with our documents; especially if we have any external exposures that needs to be examined and resolved,” said Jeremy Marks, IT Service Manager, The College Network.
The following CloudLock features help organizations stay on top of all permissions and access changes to documents and ensure that sharing practices adhere to internal governance and best practices:
- Centralized Dashboard – CloudLock’s consolidated dashboard provides immediate visibility into all documents, users, and exposures, highlighting risks for the entire domain and allowing a quick drill-through into exposed data to view and take immediate actions to secure exposures.
- Exposure Classification – CloudLock’s out-of-the-box classification of all documents into public, external, and internal exposures allow organizations quick visibility and awareness into potential security issues of sensitive information.
- Security Policy Engine – CloudLock’s Security Policy Engine provides organizations the framework necessary to define policies and make sure that collaboration practices are monitored and remain compliant with governance policies and procedures.
- Bulk Operations – CloudLock enables domain administrators to perform Bulk Operations to enforce access controls by adding or removing collaborators, changing collaborator access rights on all or some documents in the domain, and changing ownership to retain files in the event employees were no longer with the organization.
CloudLock features described above, help customers take full advantage of the cost savings and collaboration benefits of the cloud while securing their data in Google Apps.