Dropbox for Business. Secure file sharing, collaboration and cloud storage. G-Cloud Service Description

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Dropbox for Business

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2 Dropbox for Business G-Cloud Service Definition

Introduction

Dropbox is a service millions of users trust to easily and reliably store, sync, and share documents, photos, and videos across any device or platform. With Dropbox for Business, we’ve brought that same simplicity to the workplace, with advanced features that help teams share instantly across their organizations and that enable employees to collaborate quickly and efficiently.

But more than just an easy-to-use tool, we’ve designed Dropbox for Business to keep your important work files secure and to provide administrators with the control and visibility they need. To do this, we’ve created a sophisticated infrastructure onto which account

administrators can layer and customise policies of their own.

The secure home for all your work

Dropbox for Business lets your team bring work anywhere, syncing their important files across all their devices. Powerful admin tools help you stay on top of your organisation’s information. Shared folders and links help keep everyone up to date, effortlessly. With Dropbox, team members can work together like they’re sitting right next to each other — even when they’re halfway around the world.

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Gain visibility

Keep tabs on how your team’s using Dropbox for Business and what’s being shared. Filter by

specific actions and generate activity reports from the admin console.

Simplify provisioning

Dropbox has partnered with trusted identity providers so you can use your existing onboarding and authentication processes.

Get up and running

Manage your organisation’s accounts centrally with Dropbox for Business, and transfer files to co-workers when people leave.

Centralise administration

Let your team focus on work — the admin console gives you one place to easily add or remove members, change team settings, and centralise billing.

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Better collaboration and productivity Share with just a click

Forget zipping a large file to send as an email attachment. When you link to the file in Dropbox, clients can view or download the latest version in seconds. You can also create groups*to make sharing with the multiple people at the same time even easier.

Give the right people the right access

Dropbox for Business gives you control over permissions to shared folders and links, and lets you restrict members from sharing outside your team. You can also set limits on who can view or edit files within a shared folder, and protect shared links with passwords and expirations.

Simplify your workflow

Don’t waste time tracking down the right files. Full-text search lets you quickly find what you need by typing any word contained in a file. And with Project Harmony*, see who’s

working on a shared Microsoft Office file and more from within the document.

Safeguard company data

We store your file data using 256-bit AES encryption, and SSL/ TLS creates a secure tunnel to transfer file data between you and us.

Protect business data

If a device is lost or someone leaves your team, remotely delete the Dropbox folder to keep your business’s most important data safe. Further protect data with the ability to disable shared links from the admin console.

Manage compliance

Dropbox, our data centres, and our managed service provider undergo regular third-party audits. Reports are available for our ISO 27001 certificate as are our SOC 1, SOC 2, and SOC 3 audits. Dropbox is also a member of CSA’s Security, Trust & Assurance Registry (STAR).

Guard user accounts

Put a trusted identity provider in charge of authentication with single sign-on (SSO), and add an additional layer of protection via two-step verification.

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Put data in its place

Let every employee access both a personal and a work Dropbox, while keeping them separate on all their devices.

Get reliable access

Keep your work available with storage designed for 99.999999999% durability.

Enterprise solutions

With the Dropbox for Business API, customers can extend the power of the Dropbox Platform with their existing enterprise applications.

The API allows for powerful Security &

Administration solutions to integrate directly with Dropbox for Business to allow for additional capabilities around:

 Identity Management

 Security Information and Event Management

 Data Loss Prevention

 Content Protection & DRM

 eDiscovery & Legal hold

 Data Migration

 Build your own custom workflow

Maintain privacy

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Security

Dropbox’s easy-to-use interfaces are backed by an infrastructure working behind the scenes to ensure fast, reliable uploads and downloads. To make this happen, we’re continually evolving our product and architecture to speed data transfer, improve reliability, and adjust to changes in the environment.

Dropbox is designed with multiple layers of protection, covering data transfer, encryption, network configuration, and application-level controls, all distributed across a scalable, secure infrastructure.

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8 Dropbox for Business G-Cloud Service Definition The components of our architecture include:

Encryption and application service

This service handles all processing for the Dropbox applications. Each file is split into blocks, and each block is hashed and encrypted using a strong cipher. Only blocks that have been modified are synced. When a change is made, new or modified blocks are processed and transferred to the storage service.

Storage service

The actual contents of users’ files are stored in encrypted blocks with this service. Each individual encrypted file block is retrieved based on its hash value, and an additional layer of encryption is provided for all file blocks at rest using a strong cipher.

Metadata service

Basic information about user data (including file names and types), called metadata, is kept in its own discrete storage service separate from file blocks. This metadata acts as an index for data in users’ accounts, and is sharded and replicated as needed to meet performance and high availability requirements.

Notification service

This is a separate service dedicated to monitoring if changes have been made to Dropbox accounts. No file data or metadata is stored or transferred here. Instead, clients establish a long poll connection to this service and wait for a change, which then signals a change to the relevant clients.

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9 Dropbox for Business G-Cloud Service Definition Reliability

A storage system is only as good as it is reliable, and to that end, we’ve developed Dropbox with multiple layers of redundancy to guard against data loss and ensure availability.

Redundant copies of metadata are distributed across independent devices within a data centre in an N+2 availability model. Hourly incremental and daily full backups are performed on all metadata. Dropbox file block storage uses systems including third-party providers that are designed to provide 99.9999999999% durability.

In the event of a failed connection to Dropbox’s service, a client will gracefully resume

operation when a connection is re-established. Files will only be updated on the local client if they have synchronized completely and successfully validated with the Dropbox service. Load balancing across multiple servers ensures redundancy and a consistent synchronization experience for the end user.

Getting started

Users can be provisioned, managed and de-provisioned in a number of different ways: Email invitation. A tool in the Dropbox for Business admin console allows administrators to manually generate email invitations.

Active Directory. Dropbox for Business administrators can automate the creation and removal of accounts from an existing Active Directory system. Once integrated, Active Directory can be used to manage membership.  

Single sign-on (SSO). Dropbox for Business can be configured to allow team members access by signing into a central identity provider. Our SSO implementation, which uses Security Assertion Markup Language version 2.0 (SAML 2.0), makes life easier and more secure by placing a trusted identity provider in charge of authentication and giving team members access to Dropbox without an additional password to manage.  

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10 Dropbox for Business G-Cloud Service Definition Password reset. As a proactive security measure, admins can reset passwords for the entire team or on a per-user basis.  

Web sessions. Active browser sessions can be tracked and terminated from both the admin console and individual users’  account settings.  

App access. Admins have the ability to view and revoke third-party app access to user accounts.  

Remote wipe + Device unlinking. Computers and mobile devices connected to user accounts can be unlinked by the admin, through the admin console or the user through individual account security settings. On computers, unlinking removes authentication data and provides the option to delete local copies of files the next time the computer comes online. On mobile devices, unlinking removes files marked as favourites, cached data, and login information. If two-step verification is enabled, users must re-authenticate any device upon relinking. Additionally, users’ account settings provide the option to send a notification email automatically when any devices are linked.  

Account transfer. After de-provisioning a user (either manually or via directory services), admins can transfer files from that user’s account to another user on the team.

Two Dropboxes. Each user can choose to connect a personal and a work Dropbox across all devices to enable clear separation of personal and business data. Admins can enable or block desktop client access to this feature for team members.  

Version History. Dropbox for Business users have unlimited version history and can access any deleted and previous file versions.

Training. All Dropbox for Business users have access to our user and administrator guides, priority support, and extensive Account team coverage. In addition, users can access our community forum for additional product assistance.

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11 Dropbox for Business G-Cloud Service Definition Service migration. As part of onboarding, existing basic or Pro Dropbox users are asked to

specify if pre-existing data should move to a new personal account or work Dropbox account.

The Dropbox for Business API also allows administrators to import existing data from files servers and other cloud storage providers or perform on-site backups.

System Requirements. Dropbox is available on:

 Windows, Mac OSX, and Linux operating systems

 Internet Explorer, Google Chrome, Safari, Firefox, and Opera

 iPhone, Android, and Blackberry

Please refer to www.dropbox.com/help to find the most up-to-date list of recommended system requirements.

Service Management

Service Constraints. Dropbox strives for 100% uptime and availability. Rest assured that even if the Dropbox service is down, you could still access your files from the Dropbox folder on your computer. Any Dropbox service downtime only affects syncing and online access. When Dropbox syncs, it copies files stored on your hard drive so that your files will always be accessible even when Dropbox is down or when you are offline.

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Customization. Customers who are interested in developing their own applications and custom workflows can do so via the Dropbox for Business API, which allows applications to both manage the user lifecycle for a Dropbox for Business account and perform Core API (information access, auditing, file access) actions on all members of a team. We provide programmatic access to Dropbox for Business administrator functionality, specifically the Dropbox for Business audit log and team usage statistics. Additionally, there are 300,000+ existing third-party applications to integrate and customize the Dropbox experience.

Service Level Agreements. Dropbox provides specific SLAs in custom business agreements. Please inquire with the appropriate Dropbox contact to see if your team meets the minimum requirements for a custom business agreement.

Ordering and invoicing

Ordering Process. To sign up for Dropbox for Business, administrators should go to our

website or contact an Account Executive. We will work with your team to complete the invoicing process. Customers are invoiced either on a monthly basis via credit / debit card or on an annual basis via credit / debit card or bank wire with net 30 payment terms.

Service Pricing. Dropbox for Business requires a minimum of 5 users and costs £77.00 per user per year or £7.70 per user per month. This allows for as much storage space as you need and all business features outlined above.

Dropbox for Business. Secure file sharing, collaboration and cloud storage. G-Cloud Service Description