An organization's security policy is its basic plan to protect data, devices and its network. The key is to determine which data and devices are the most sensitive. Among other elements, security policies cover access rights of employees and outsiders, how to handle mobile workers, procedures for quickly terminating access rights of people who are fired or quit and security maintenance procedures such as updates and patches. Sharing documents is a must for businesses to be productive and to work together globally. There are many circumstances in which it is needed to share data providing specs and documentation to global outsourcers, collaborating with remote workers, partner and channel relations, communicating with customers, or creating shared repositories for Mergers and Acquisitions deals.
It is important to consider the age-old tradeoff between security and ease of use or productivity – of the solution. A solution that is difficult to use is also difficult to encourage company-wide, subsequently achieving little security benefit from the investment. Likewise, if the deployment and maintenance is too time-consuming, the solution may fail. Another requirement is the safeguard from externalities i.e., how easy and seamless it is for third-party people and entities to replicate and use.