Taming the File Sprawl: Introducing Josys' File Governance

In today’s hyper-connected, multi-SaaS world, productivity soars and so does complexity. Every time an employee shares a link in Google Drive, Dropbox, or Box, a potential security vulnerability is created. For IT administrators and Managed Service Providers (MSPs), managing this tidal wave of file permissions across a distributed ecosystem has become a critical but overwhelming battle.

Just ask Brian, an IT Admin at US-based AI startup, we recently spoke with. He spends countless hours tracking down exposed or sensitive files, only to get stuck waiting on executives, department heads, or EAs to respond to his Slack messages so he can secure them again. The work is urgent, but the process is painfully cross-functional and far too slow.

At Josys, we believe you shouldn't have to choose between productivity and security. That’s why we are excited to announce the launch of our new File Governance feature - a unified solution to help you regain control and ensure robust compliance across all your files.

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What is File Governance, and Why is it Non-Negotiable?

Simply put, File Governance is the organizational strategy and set of controls for managing and securing your company’s files and data, especially sensitive information, throughout its lifecycle. It dictates who can access a file, where it can be shared, and how long it must be kept.

In an era where organizations rely on distributed SaaS ecosystems, having a strong governance framework is essential to maintaining IT security & compliance. The lack of visibility into "who has access to sensitive data, what is the sensitive data, how it is being used, and where it resides across their distributed SaaS ecosystems" is a constant struggle for organizations.

In the context of file sharing, robust file governance is the only way to ensure your organization is prepared for the inevitable.

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The Pain Points of Unmanaged File Sprawl

For both internal IT teams and the MSPs managing multiple client environments, the absence of proper file governance leads to a host of draining and high-risk challenges:

• Manual Monitoring is Unsustainable: Some IT teams are forced to rely on manual monitoring across respective workspaces to manage unmonitored file sharing settings. This is tedious and prone to human error, especially when dealing with dozens of SaaS apps.
• The Compliance Nightmare: During security audits (e.g., ISO, SOC 2, GDPR, HIPAA), the struggle to quickly demonstrate who has access to sensitive files is a major source of stress. Without proper tools, audit readiness is compromised, increasing the risk of penalties.
• Permission Sprawl and Insider Risk: Native admin panels often lack the granular visibility and efficient bulk remediation capabilities needed for effective Data Access Governance. This leads to 'access bloat,' where users retain unnecessary permissions, violating the principle of least privilege and increasing insider risk.
• Tool Sprawl and Inefficiency: Juggling separate platforms for every SaaS application means critical information is siloed, leading to inefficiencies and making it difficult to address issues quickly.

“On average, a company had 157,000 sensitive records exposed publicly via SaaS file-sharing features, representing an estimated ‍.” GlobalNewsWire

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Josys File Governance: Your Unified Command Center

Josys' new File Governance feature is purpose-built to address these pain points by offering IT admins or MSPs,  a unified dashboard for -

• Full File Visibility & Audit Readiness: Achieve transparency into file inventory and usage for simplified compliance audits (e.g., ISO, SOC 2).
• Centralized Access Management & Enhanced Security: Prevent data leaks, ensure role-based compliance (GDPR, HIPAA) and minimize shadow IT file sharing by centrally controlling all file permissions.
• Secure File Marking & Controlled Collaboration: Facilitate secure external sharing and collaboration by flagging approved files  as 'safe' while maintaining control.

“Every IT team knows this problem - files get shared externally, then forgotten, and those links stay live far longer than anyone realizes. It’s a silent, growing risk in every SaaS environment. With Josys File Governance, we aim to neutralize that risk & bring more IT visibility & control." - Mahabaleshwar Bhat, CPO, Josys

By integrating Josys' File Governance into your IT security and operations strategy, you can move from a state of reactive firefighting to proactive, zero-trust File Access Governance, saving significant time and improving security hygiene.

Ready to gain the operational efficiency that Josys File Governance can provide? Book a demo to know how!

Note - Josys File Governance currently supports files hosted on Box. Support for Google Drive and other file management solutions is in works and will be offered soon.

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