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Editor's Notes

1. Biscom is a leader in the document delivery market. A pioneer in the fax server market, its founder patented fax server technology and introduced it to the market in 1986. Today Biscom fax servers process millions of documents daily in many of this country’s largest companies. Biscom delivers document management and secure file transfer solutions to leaders in the legal, professional services, healthcare, financial services consumer and government markets. Our client list is well represented by Fortune 1000 companies.In 2003 Biscom launched the Biscom Delivery Server division with the charter to develop the next generation secure file transfer solution. Since then Biscom Delivery Server has achieved wide industry recognition and has been successfully deployed in small, medium and large enterprises to address the growing demand to protect sensitive client data.
2. You have seen the headlines regarding major security breaches. They seem to occur almost on a weekly basis. These security breaches no only have a significant financial impact, even worse they can impact a company’s good name and reputation
3. We are all familiar with the existing federal regulations in place that protect the privacy of personal data targeting certain industries, including HIPPA covering patient and medical data, Payment card industry standards to protect credit card holder information, and the Gramm, Leach, Bliley act that regulates privacy of personal data collected by financial institutions. Yet, these regulations are industry specific and there are no federal regulations in place that address the blanket protection of personal data across industries. However, those voids are being filled by international and state regulations. The European Union has a comprehensive system of data protection in place that covers almost every collector of personal data. In essence, the EU considers personal data to be any information about an identified or identifiable natural person. Current directives restrict the processing of personal data unless certain conditions are met. Processing includes just about any action that a collector can take towards personal data, including a transfer across a national border – which potentially impacts transfer of sensitive, personal data between the EU and the US. Finally, there is a growing base of state regulations that are in place or planned that mandate the protection of personal data. A good example is the upcoming Massachusetts data privacy regulation planned to be enacted at the end of 2009. These regulations tend to be very broad in nature, typically protecting all client personal information whether stored at rest or in transit. There are similar laws on the books or planned in a growing number of states.
4. IDG recently released a very revealing study regarding companies perceived level of protection from data leaks. IDG identified internal employee mistakes or carelessness as the number one cause by far for data leaks. Yet when IT departments of companies were surveyed they felt the least protected from unintended employee data leaks.
5. Now that we have framed the problem and risks associated with unsecure ad hoc file transfers I would like to review with you Biscom Delivery Server, a proven solution offered by BiscomWhat our customers focus on is the way people share files with others in an ad hoc fashion – what someone might send as an email attachment, upload to an FTP server, or share on a P2P network. Some people are even using Gmail and other web mail providers to get around company restrictions.But these systems usually don’t meet the expectations of security or auditability that companies require when handling their data. I see a lot of people sending very sensitive information out via email. I like comparing it to sending a post card through the mail. If you don’t care who picks it up and reads it along the way, email will work fine. FTP has been around for over thirty years, and it’s just not as well suited for today’s world where security and tracking are so important. It’s also hard to use for the less technical user, and people can inadvertently expose information to the wrong people if they don’t set up accounts and permissions properly. What all these systems lack is a real time tracking and reporting system. If you’re running into issues with sending files securely, or the files are too large to send as email attachments, or your existing systems are too complex or expensive, then Biscom Delivery Server might be the answer.
6. Biscom Delivery Server is a ground breaking technology that offers a new paradigm in ad hoc file transfer. Unlike complex and cumbersome FTP, Biscom Delivery Server does not require a change in user behavior. If the user is familiar with web mail they will be proficient in Biscom Delivery Server almost immediately. This means improved compliance with corporate security policy and reduced reliance of unsanctioned file transfer methods which jeopardize file transfer security, including personal e-mail or free file transfer services on the web.Biscom Delivery Server will make it easier to do business with customers and partners since they will not have to proactively initiate access to an FTP server, download software to their client, or access a sender portal.
7. BDS is a secure, manageable secure file transfer solution that is software only, and runs on pretty much any platform or environment out there. To send a secure delivery, users simply sign into a Web application or for Outlook users, they compose a new message. Drag and drop the files into the delivery, enter the recipients’ email addresses, and send it off.
8. A lightweight email notification goes out to all the recipients, with a link back into the application.
9. Once authenticated, recipients can view the secure delivery and download their files. All of this is being tracked and senders can see exactly who’s opening and downloading their files. All the data is encrypted while stored in our server as well as during transmission. This is a policy-based application – so you can define parameters around the delivery to help with data governance, automatically route messages securely, but also prevent specific files from being sent, or block certain users or entire domains from receiving deliveries. You can even use your favorite scripting language to build automated processes into your workflows or legacy applications.
10. BDS has a few different user interfaces, including a Web interface (shown here), an Outlook add-in and a desktop client .The web interface for sending a secure delivery should be pretty familiar to anyone who’s used web mail. But we provide additional delivery options to give senders even more control over how the delivery is sent out and how the sender gets notified. Even on the web, we support dragging and dropping files, integration with the Global Address List, auto-completion of recipients, a secure message and a delivery notification message, and checkpoint restart for very large files. The feedback we’ve received from our customers is that it’s a highly functional yet simple user interface.
11. Uploading is tracked so you can see the precise progress of your files. We also support checkpoint restart in case there are network connectivity issues. When you’re uploading a multi-gigabyte file, the last thing you want is to lose the entire upload after you’ve completed 99%. All this is done through a browser, so users get all this functionality without having to install specialized client software.
12. Once the delivery is created, recipients will receive an email notification that looks like this. There’s the delivery message and a link that’s automatically generated by the server that is unique to each recipient. Recipients would click the link and….
13. Authenticate themselves. Once authenticated, the user is taken directly to the delivery.
14. Email can be an IT administrator’s biggest challenge. While the pressure to restrict attachment size due to overloading Exchange grows, so does the demand for larger email quotas as users increasingly need to send email attachments. Attachments continue to grow in size and if users cannot email, they will find other ways of sending files such as unauthorized FTP servers, unknown hosted file transfer vendors, or even peer to peer networks. The BDS Outlook add-in provides the best of both worlds. Users can send large attachments from within Outlook but those attachments never hit the Exchange server. The BDS Outlook add-in re-routes attachments that exceed corporate policy limits through BDS. BDS generates an email notification to the recipient with an embedded hyperlink and is directed to the BDS server to download the attachments. Each step of the way, BDS tracks every transaction and creates a detailed audit trail. BDS also stores only one copy of a file attachment for user access or collaboration. This eliminates the issue of creating multiple copies of the same file in Exchange. BDS Outlook add-in BenefitsTransparent to users – no need to change user behavior Reduce storage costs – leverages existing storage infrastructure Decrease back up times – keep large files out of mail store Minimizes duplicate files – files are not sent repeatedly to recipients Document control – audits file transfers Seamless integration – no need to reconfigure Exchange 100% software based – installed on your existing server behind your firewall
15. With the Biscom Delivery Server outlook add-in, people don’t have to leave the application they’re in probably most of the day. Senders have the option to force a secure delivery if policies based on attachment size, file types, or keyword matching don’t trigger a secure delivery.
16. Users are assigned roles based on their requirements. Most users within the organization where BDS is deployed are assigned the Sender role. Senders can create secure deliveries and track the activity and status of deliveries they have sent or received. When a delivery is sent to a person outside the organization BDS automatically creates a recipient role for that person. A recipient can receive and reply to secure deliveries. Administrators control system configuration and user management, including sender permissions.
17. All of the transactions related to a delivery are stored and tracked by the system – senders can view the report to see which users have viewed the deliveries, and which files they’ve downloaded.
18. Administrators can drill down into individual users and see everything that user is doing within the system. A compliance role offers even more insight into user activity. Users who have the compliance role have the ability to access all packages and deliveries in the system for spot checks or audits.
19. The Biscom Delivery Server architecture is built with enterprise applications in mind, is robust enough to handle multiple configurations and environments, and can scale up as needed. It’s a multi-tiered, modular and component-based framework that provides the power and flexibility to support diverse environments, new clients, and seamless integration with existing applications.The back end is all Java, and any access to the back end data is funneled through an API layer. BDS supports Web services, .NET, Java, Ruby, and Python. We also have an SMTP interface into the system, and with Web services support, practically any language and platform can talk to the server programmatically.
20. SecurityEncryption of the transport layer, multi-level password protection to ensure recipient privacy, and a three-tier architecture to secure back end data, all help to ensure the secure transfer of messages, files, and documents. Data is encrypted at rest on the BDS ServerInclusion/exclusion lists allows the systems administrator granular, user level control of deliveries to specific domains, including prohibiting deliveries to specific domains ManagementBDS can scale to support multiple sites, use directory services such as LDAP and Active Directory to manage users, and integrate with email systems for seamless operation that takes minimal user training. Remote access, including system administration, is available through any Web browser Extensive auditing, logging, and tracking are built into the core product View comprehensive reports on deliveries, packages, and users, and be able to hone in on transactions for specific deliveries and users. Ease of useWeb interface and Outlook add-in dramatically reduces learning curve and insures maximum user adoption.The web applet and auto-complete improves user productivity.The BDS user interface can be easily customized to accommodate end customer UI standards IntegrationBDS works with existing systems, applications, and processes. No client software required Platform independent -- runs on Windows, Linux, and Solaris Three-tier, Services Oriented Architecture (SOA) enables network administrators to achieve better protection of their critical data Brandable, user-friendly interfaceVM-compatible, allowing customers to maximize utilization of existing infrastructure and reduce cost of ownershipComprehensive API enables developers to build their own robust secure delivery applications, or integrate with existing or legacy systems
21. Rockland Trust has grown quite a bit since it started in 1907. Most of that growth has been through acquisitions of other banks. The process of migrating user and account data from one bank to another is not trivial, and one of the major hurdles is physically getting the data from one bank’s data center to Rockland Trust. Typically, banks will write this data to a reel to reel system and overnight the tapes. If the bank being acquired is far away, they’ll even send two copies of the tapes through different routes – one will go north and another will go south. That’s how paranoid they are about getting the data on time. That’s how Rockland used to do it. Now they transfer all their data through BDS and in their last acquisition, they actually were able to open the acquired bank branches and ATMs up a day earlier than they expected, which is a huge opportunity cost removed from the equation.
22. Wake County Public School System is the largest public school district in North Carolina, and the 18th largest district in the united states, with 137,000 students enrolled in 159 schools.Wake County deals with sensitive information – student and employee data. And Wake County must comply with FERPA – the Family Educational Rights and Privacy Act – which applies to any school that receives funds from the US Department of Education. FERPA is a federal law that protects the privacy of student education records.So now, all student information requested is sent through BDS and they can see who’s received it and who’s downloaded the information. BDS worked for Wake County because it was easy to use, and it satisfied the FERPA requirements.
23. Founded in 1811, Mass General Hospital is one of the one of the best known and respected hospitals in the country. The stats for MGH are staggering:Each year, MGH has:46,000 admissions903 beds1.5 million outpatient visits80,000 Emergency Department visits35,000 surgeries3,500 birthsWith 41,000 release of information requests per year from healthcare facilities, attorneys, social security administration, physician offices, and patients, MGH is inundated with paperwork.The challenge MGH faced was how to efficiently provide information to requestors, improve customer service, and reduce costs at the same time. Old methods used snail mail, printing out the abstracted records, mailing the abstracts out, and processing them. It was a slow, labor-intensive process.With BDS, the process is greatly compressed and done electronically so there’s greater efficiency, higher productivity, and reduced cost. It’s also a “greener” way of delivering information rather than contributing to polluting the environment.MGH found that nearly 80% of all recipients preferred electronic delivery over hard copy. And of those who preferred hard copy, 62% did not have computer or email access. And they had zero concerns voiced about security.
24. John Wieland Homes is one of the largest home builders in America, and has been building homes for 39 years. Because of all the “moving parts” involved in building a home, including contractors, architects, consultants, banks, lawyers, and home owners, John Wieland has a lot to share. And these are often large blueprints, contractual documents, legal agreements, and other information that can be very large, or requires confidentiality. Wieland wanted to deploy a solution for transferring these documents that was easy to use and fast. They didn’t want to have all these documents floating around on various servers internal or external to the company. When BDS was implemented, Wieland took advantage of the customization features and made the user interface match their existing look and feel. They also cut out significant help desk calls because the self-service interface was simple and automated. So, BDS really helped Wieland become a more efficient, more secure, and easier builder to work with for all the parties involved in building a home.