From Shadow IT to Controlled Security

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Challenges and Objectives

The Israeli law firm Geller Han Markovitch handles highly sensitive information, including
financial data, legal documents, and personally identifiable information (PII). Ensuring data
protection, auditability, privacy compliance, and secure collaboration with external parties
is therefore critical.

A key operational challenge involved the firm‘s document exchange process with external
legal delivery providers (“messengers”). Legal documents were routinely transferred outside
the organization, physically delivered, signed by third parties, and then returned together
with proof-of-delivery documentation. This workflow relied heavily on manual handling,
email exchanges, local file storage, document scanning, and administrative coordination.

While the process was functional, it depended largely on trust-based operational workflows
with limited technical enforcement, creating risks around data protection, accountability, au-
ditability, and process efficiency. Administrative staff spent considerable time coordinating
deliveries, tracking document status, scanning returned materials, and managing related
communications.

At the same time, an endpoint security assessment conducted by ARMOR360 revealed a
significant number of unauthorized and unmanaged applications within the environment.
Many of these applications were completely unknown to management and represented
substantial Shadow IT exposure, increasing both operational risk and the organization‘s
attack surface.

Based on these findings, the organization defined the following objectives:

❱ Eliminate Shadow IT exposure

❱ Allow only approved business applications

❱ Secure sensitive external collaboration workflows

❱ Improve auditability, visibility, and accountability

❱ Reduce manual administrative workload

❱ Preserve usability and operational continuity

❱ Align privacy, security, compliance, and operational requirements

The overarching goal was not only to strengthen security controls, but to establish an
enforceable operational model that combines security, privacy, compliance, and
business efficiency without disrupting daily operations.

Selection Process and Decision for DriveLock and idgard

The organization required a solution capable of enforcing strong security policies while
maintaining usability and operational continuity. A key requirement was the ability to
implement preventive controls without introducing additional friction for employees,
administrative staff, or external partners.

Following the assessment and workflow analysis performed by ARMOR360, the combina-
tion of DriveLock and idgard was selected to address both the technical security challenges
and the underlying process weaknesses.

Key decision factors included:

❱ Strict control over application execution through allow-listing

❱ Full visibility into the existing application landscape

❱ Strong enforcement combined with operational usability

❱ Secure and structured external collaboration workflows

❱ Comprehensive auditability and traceability

❱ Support for privacy and compliance requirements

This combination enabled the organization to address security gaps, reduce operational risks, and modernize critical business processes through a unified approach.

Implementation and Execution

ARMOR360, the authorized distributor of both DriveLock and idgard in Israel, led the project from assessment through implementation and adoption, combining security controls, workflow redesign, and operational improvements into a single transformation initiative.

The implementation began with endpoint security. Using DriveLock, strict application allow-listing policies were introduced, allowing only explicitly approved applications to run. This immediately exposed a large number of unauthorized tools that had previously operated without visibility or governance.

All identified applications were reviewed, categorized, approved where appropriate, or blocked where necessary. This significantly reduced Shadow IT exposure and minimized the organization’s attack surface.

In parallel, idgard was implemented to transform the firm’s external document exchange process. Rather than relying on fragmented email communication, local file handling, and manual coordination, sensitive information could now be exchanged through a structured, secure, and fully auditable collaboration environment.

Key capabilities included:

❱ Identity-aware and time-limited access

❱ Controlled third-party collaboration

❱ End-to-end auditability and traceability

❱ Automated deletion and lifecycle management

❱ Reduced exposure windows for sensitive information

❱ Secure handling of returned documents and proof-of-delivery records

The result was not simply a more secure process, but a redesigned workflow that improved visibility, accountability, and operational efficiency while reducing dependence on manual administrative activities.

Results and Business Impact

The project delivered a comprehensive transformation of both security controls and day-to-day operational processes.

1. Risk Reduction

Shadow IT exposure was significantly reduced through the identification and removal of unauthorized applications. The organization established stronger control over its endpoint environment and substantially reduced its overall attack surface.

2. Secure and Controlled Collaboration

Previously fragmented and trust-based document exchange processes were transformed into structured, auditable workflows with controlled access and lifecycle management. Sensitive legal information could now be shared and managed with significantly greater security, accountability, and privacy protection.

3. Transparency and Auditability

The organization achieved full visibility into both application usage and external collaboration activities. Data flows became traceable, access events auditable, and compliance reporting significantly easier to support.

4. Operational Efficiency

One of the most significant outcomes was the reduction in manual administrative work surrounding document handling, tracking, scanning, and coordination activities. Administrative teams that previously spent substantial time managing incoming and outgoing legal materials were able to streamline these processes significantly. The organization saved hundreds of operational work hours, reduced process
bottlenecks, and increased its capacity to handle substantially larger workloads without additional administrative overhead.

5. User Experience and Business Continuity

Despite the introduction of stronger security controls, employees were able to continue performing their daily work efficiently. The project successfully balanced security and usability, ensuring business continuity while improving protection levels.

ARMOR360’s Role

As the authorized distributor of both DriveLock and idgard in Israel, ARMOR360 served as the strategic implementation and consulting partner throughout the project. ARMOR360 led the initiative from initial assessment through deployment, process redesign, user adoption, and operational optimization.

Its responsibilities included:

❱ Security assessment and discovery of Shadow IT exposure

❱ Analysis of legal document handling workflows

❱ Identification of security, privacy, and operational risks

❱ Solution architecture and design

❱ Deployment and configuration of DriveLock and idgard

❱ Process redesign and workflow optimization

❱ User onboarding and adoption support

The success of the initiative was not simply the result of deploying technology. It was achieved through the integration of security controls, privacy requirements, compliance objectives, and operational process improvements into a unified solution tailored to the firm‘s needs.

Overall Outcome

The project delivered measurable improvements across security, privacy, compliance, and operational performance.

By combining DriveLock, idgard, and ARMOR360’s expertise as the authorized distributor and implementation partner for both solutions in Israel, Geller Han Markovitch successfully transformed a collection of manual, trust-based processes into a controlled, auditable, and efficient operating model.

The result was stronger security, improved privacy enforcement, reduced operational overhead, significant time savings, enhanced transparency, and a smoother user experience for both internal users and external collaborators.