2013 Mobile Device Usage and Document Security Survey Results

(1)

2013

Mobile Device Usage and

Document Security Survey Results

(2)

2

Executive Summary

In early 2013, Litéra®_{Corp. completed a survey of Mobile Device Usage and Document Security. A}

total of 148 mobile device users completed the survey.

The questions were grouped into General, Mobile Devices Used, How Mobile Devices Are Used for Access to Business E-mail, and Business Documents. Also looked at were views and systems in place for reducing risk, both from disclosure of information via document metadata and from e-mail encryption.

The 32-question, web-based survey was distributed to knowledge workers across multiple industries, including legal, professional services, pharmaceuticals and life sciences, financial services, and others.. This report also makes reference to Litéra’s 2012 mobile device usage survey and provides trend data and analysis where applicable.

Notable Findings from the 2013 Survey

 97% of business professionals polled are using mobile devices to store, access and send sensitive material. A noticeable 17% increase has been reported, but the majority are still doing so without e-mail encryption or scrubbing metadata from mobile email attachments, thus posing significant security risks to their companies.

 The iPad, iPhone, Android and BlackBerry have the highest market share (25%, 22%, 18.75% and 17.76% respectively), although iPhone, Android and BlackBerry are the primary devices (39%, 25% and 22%, respectively).

 24% of respondents review documents on their mobile device multiple times a day – up from 14% a year ago.

 79% of respondents say they use the same devices for professional and personal life, reflecting only a slight increase from last year.

 96% of respondents access business emails from their mobile devices every day, with 84% of them doing so multiple times per day – consistent with a year ago

 68% of respondents store both business and personal documents on their mobile devices.

 88% of respondents forward e-mails with documents attached at least once per month and 26% do so multiple times during a typical work day

 78% of respondents have a metadata scrubbing solution in place, although only 49% have a solution that covers e-mails sent from mobile devices.

 47% of respondents said their business encrypts at least some mails and 19% encrypt all e-mails.

(4)

4

Demographics

Industries and Locations of Head Office

The majority of the respondents are from law firms, with the next set being from professional services, financial services and life sciences. Additionally, 16% of respondents are from “other” industries. Seventy-two percent of respondents are from businesses

headquartered in North America and 21% of respondents are based in EMEA.

Size of Firms/Business

es

The vast majority of respondents polled represented firms or businesses with fewer than 5,000 employees (28% with fewer than 100, 30% with 100-500, 28% with 500-5,000).

Respondents’ Roles

Two-thirds of the 148 respondents work in IT roles.

Additionally, 15% of the respondents are C-level executives, 22% are directors, and 31% are managers.

(5)

5

Mobile Devices Used

All respondents of this survey use at least one mobile device. The iPad, iPhone, Android and BlackBerry have the highest market share (25%, 22%, 18.75% and 17.76% respectively), although iPhone, Android and BlackBerry are the primary devices (39%, 25% and 22%, respectively). Only 7% of respondents use Windows mobiles, while Netbooks and other tablets are each used by 11% of

respondents.

Android saw the greatest increase in market share from last year, gaining 6.85%, followed by iPad, with a 5% gain. Blackberry fell 10.34% from the previous year while iPhone, Windows, and other tablets remained fairly consistent with only small fluctuations. .

The following question was asked on the survey: “What mobile devices do you plan to use over the next 12 months in your

professional life?” Respondents plan to similarly use iPads, iPhones and Androids (60%, 52% and 45% respectively). The largest change is the expected decreased usage of BlackBerry mobiles, from 41% down to 24%.

Note that the respondents were asked to state ALL devices that they used.

Over three-quarters (79%) of respondents say they use the same devices for professional and personal life. To account for this rise of a Bring-Your-Own-Device culture, 77% of respondents say their personal devices are supported by their company’s IT department. However, of that group, only 40% said IT supports all personal devices.

79%

Respondents who use

the same devices for

professional and

personal life

What mobile devices do you expect will be in use within your

firm/business over the next 12 months?

iPhone, Android

and BlackBerry

The most common

primary devices

(39%, 25% and 22%,

respectively)

(6)

6

Access to and Processing of E-mails

This survey found that 84% of respondents access business e-mails from their mobile devices multiple times a day. Additionally, 30% of those polled said they have access to their business’s content

repository, such as a document management system, from their mobile device. More than one-third of respondents (68%) say they store both business and personal documents on their mobile device. These percentages are consistent with the numbers from the previous year but, it should be noted, there was an increase in the overall number of mobile devices.

Email Attachments

Litéra’s surveys indicate that professionals are increasingly reviewing e-mail attachments on their mobile devices. Respondents said that 24% review documents on their mobile device multiple times a day – up from 14% a year ago.

Half of respondents said they rarely make edits, however minor, to documents using their mobile device. Another 26% said they never make edits using a mobile device. Numbers that were expected to change with the rise of tablet use but have instead held steady. This is an indication that easy to use editing capability still isn’t being made readily available.

Although currently documents are not often edited using mobile devices, they are being shared quite frequently. One quarter of respondents said they forward attachments from their mobile devices multiple times a day. Additionally, 56% of respondents say they forward emails with attachments at least every day from their mobile device.

This survey also found 43% of respondents attach a document to an email that they send from their mobile device at least once a month. Again, this reflects only a small increase from the previous year’s 39.7%.

56%

respondents who say

they forward emails with

attachments at least every

day from their mobile

device

84%

respondents who access

business e-mails from

their mobile devices

multiple times a day

How frequently do you forward

emails with attachments from your mobile device?

(7)

7

Risk of Information Leaks via Electronic Documents

Forty-two percent of respondents believe there is a high risk of sensitive information leaking from the company due to document metadata, such as track changes and comments, inadvertently being shared. Only 22% of respondents believe the risk is low.

As a result of this risk, 78% of respondents said their company has a solution for removing hidden data in documents. Only 49% have a solution that covers e-mails sent from mobile devices—an increase from 32% in Litéra’s 2012 survey. This 17% increase is one of the most notable between the two surveys and reflects a growing

awareness and seriousness regarding data security on mobile devices. Only 8% of respondents said their business uses an Information Rights Management solution to protect sensitive data from unauthorized access.

Encryption of E-mails

Over half of respondents view controlling access to documents once they are outside of the firm or business as an issue of high

importance. Just over half of respondents also view e-mail encryption as an issue of high importance. Similarly, 47% of respondents said their business encrypts at least some mails and 19% encrypt all e-mails.

Of those businesses that encrypt all or some e-mails, 66% use a server-based encryption solution, 17% desktop-based and 17% cloud-based. The previous year’s survey found only 56% using a server-based encryption solution and 31% using a desktop solution. Cloud-based solutions saw an increase from 13%.

Additionally, only 14% of respondents said their company uses technology to be able to apply electronic signatures to documents.

Large File Transfer

Nearly three-quarters of respondents said they send large files using an alternative method to e-mail. Of those, 84% indicated this applies to files of 10 MB or more and 67% said their large file transfer solution has no upper file size limit.

51%

respondents who view

controlling access to

documents once they are

outside of the firm as an

issue of high importance

42%

respondents believe there

is a high risk of sensitive

information leaking from

the company due to

document metadata

(8)

8

Conclusion

At increasingly higher rates, business professionals are using mobile devices to access, review and send sensitive documents. The majority are doing so on personal devices without a preferred method for e-mail encryption or scrubbing metadata from ee-mail attachments, posing significant security risks to their companies and clients. The need for unified, secure solutions for all mobile devices used by professionals will certainly increase as more sophisticated tablets, with improved document editing capabilities, enter the market.

About Litéra

Litéra enhances professional productivity and risk reduction through a comprehensive suite of document creation, collaboration,

comparison, control, and cleaning solutions. Litéra's patented applications eliminate the need for tedious, manual reviews and give true Content Confidence® across complex spreadsheets, documents, presentations, and PDFs.

Metadact®e _{is a server-based metadata-cleaning solution that includes}

mechanisms for central policy management and a patented unified platform for mail gateways, including webmail and attachments. This user-friendly utility provides a mechanism to analyze and clean documents before they are sent out. Metadact® e _{integrates with}

multiple e-mail systems and Microsoft Exchange

Servers. Protect yourself, as well as your company's and your clients’ confidential information with Metadact® e_.

Litéra Secure File Transfer™ allows users to send encrypted emails and attachments of any size directly from their familiar email environment. This solution enables organizations to safely transfer large files that may otherwise be restricted by file size limits of the sender’s or recipient’s mail server. Litéra Secure File Transfer, which also includes advanced electronic signature functionality, is designed to turn your company’s most critical communication platform – email – into the most secure.

Litéra, Metadacte_{and Content Confidence are registered trademarks of Litéra Corp.} Litéra Secure File Transfer is a trademark of Litéra Corp. All other brand names, product names, or trademarks belong to their respective holders.