Content Sharing and Processing in a Cloud and Mobile World
 

Content Sharing and Processing in a Cloud and Mobile World

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Collaboration and sharing is driving content to the cloud, with mobile access as a pre-requisite. Connecting mobile to process for initiation, capture, review and approvals is poised for adoption. ...

Collaboration and sharing is driving content to the cloud, with mobile access as a pre-requisite. Connecting mobile to process for initiation, capture, review and approvals is poised for adoption. Using results from a recent AIIM survey, Doug will take an in-depth look at collaboration, file sync, and secure mobile access. What is the required feature set, what product types are in play, and how are strategy decisions shaping up?

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Content Sharing and Processing in a Cloud and Mobile World Content Sharing and Processing in a Cloud and Mobile World Presentation Transcript

  • Content  Sharing  and  Processing  in  a   Cloud  and  Mobile  World   Doug  Miles   Director  of  Market   Intelligence   AIIM   AIIM  Conference  –  Orlando  April  2nd   #AIIM14   Part   sponsored   by:    
  • Market   Intelligence   Read  the  Research!   Download  Content  Collabora+on  and   Processing  in  a  Cloud  and  Mobile  World.   It’s  free.  Do  it  now.   Eye  on  the  Industry  
  • InformaAon   Management:       a  Proposal  
  • IBM  
  • AIIM  2014  Conference    &  Suppliers  Forum  
  • CollaboraAon   •  CollaboraAon   •  ‘If  you  have  an  apple  and  I  have  an  apple  and  we  exchange  these   apples  then  you  and  I  will  sAll  each  have  one  apple.  But  if  you  have  an   idea  and  I  have  an  idea  and  we  exchange  these  ideas,  then  each  of  us   will  have  two  ideas.’    —  George  Bernard  Shaw     Page  §  8  
  • #AIIM14   Importance  of  CollaboraAon   Given  the  nature  of  work  in  your  organizaAon,  how  important  is  it  to  facilitate   effecAve  collaboraAon?   N=420   ©AIIM  2014   Internal     Collabora8on   Crucial  to   what  we  do,   57%  Very   important   for  what  we   do,  27%   Important   for  what  we   do,  9%   One  element   of  running   the  business,   6%   Not  so   important,   2%   57%   Internal   “crucially”   important    
  • #AIIM14   Importance  of  CollaboraAon   Given  the  nature  of  work  in  your  organizaAon,  how  important  is  it  to  facilitate   effecAve  collaboraAon?   N=420   ©AIIM  2014   Internal     Collabora8on   External     Collabora8on   Crucial  to   what  we  do,   57%  Very   important   for  what  we   do,  27%   Important   for  what  we   do,  9%   One  element   of  running   the  business,   6%   Not  so   important,   2%   Crucial  to   what  we  do,   34%   Very   important   for  what  we   do,  27%   Important   for  what  we   do,  20%   One  element   of  running   the  business,   9%   Not  so   important,   7%   57%   Internal   “crucially”   important     34%   External     “crucially”     important  
  • #AIIM14   Importance  of  CollaboraAon   Are  there  any  specific  collaboraAon  requirements  in  your  organizaAon  or   department?   N=420   ©AIIM  2014  
  • Support  for  CollaboraAon  Which  three  of  the  following  would  you  say  are  the   most  important  for  improving  collaboraAon?   N=417   ©AIIM  2014   Sharing  of  documents  and  content   Workflows  for  comments  and  approvals   Project  sites  with  shared  calendars,  bulleAns,  etc.   Content  access  from  mobile  devices  
  • ©AIIM  2011   13   Two  worlds   Compliance   CollaboraAon   Support  for  collaboraAon:     two  worlds  colliding  
  • #AIIM14   Support  for  CollaboraAon   How  well  supported  do  you  feel  employees  in  your  organizaAon  are  when  it   comes  to  technical  support  for  collaboraAon?   N=418   ©AIIM  2014   Very  well   supported,   21%   Moderately   well   supported,   31%   There  are   some  gaps,   28%   Not  so  well   supported,   16%   Not  at  all  well   supported,  3%   Internal     Collabora8on   19%   Poor  internal     support  
  • #AIIM14   Support  for  CollaboraAon   How  well  supported  do  you  feel  employees  in  your  organizaAon  are  when  it   comes  to  technical  support  for  collaboraAon?   N=418   ©AIIM  2014   Very  well   supported,   21%   Moderately   well   supported,   31%   There  are   some  gaps,   28%   Not  so  well   supported,   16%   Not  at  all  well   supported,  3%   Very  well   supported,   9%   Moderately   well   supported,   18%   There  are   some  gaps,   34%   Not  so  well   supported,   28%   Not  at  all   well   supported,   11%   Internal     Collabora8on   External     Collabora8on   19%   Poor  internal     support   39%   Poor   external   support  
  • #AIIM14   0%   10%   20%   30%   40%   50%   60%   Consumer  cloud  services,  eg:  Dropbox,  Skydrive,   i-­‐Cloud,  Google  Drive,  YouSendIt   Copying  content  to  USB-­‐sAcks   File  sync  to  laptops/remote  desktops/tablets   Content  capture  services,  eg:  Evernote,  OneNote   Mobile  device  access  to  content  by  emailing  to   self   Mobile  device  access  to  content  via  app  or  VPN   Emailing  alachments  to  mulAple  people   None  of  these   We  don’t  have  any  official  policies   Content  in  MoAon   Which  of  the  following  ways  of  accessing  and  sharing  company  content  are   against  official  policy  in  your  organizaAon?   Consumer  file-­‐share   and  sync  banned  for   56%,       USBs  for  37%  but  only   22%  file  sync  to  other   devices.     Only  11%  discourage   mul8ple  email   aQachments.   N=417   ©AIIM  2014  
  • #AIIM14   27%  actually  restrict   access  to  consumer   file-­‐share  and  sync,     27%  “enforce”  a  policy.   20%  know  policy  is   being  circumvented.     30%  have  no  policy.     23%  provide  an   alterna8ve.   0%   10%   20%   30%   40%   We  restrict  access  to  the  most  likely   applicaAons   We  enforce  a  policy  of  compliance   We  have  policies  but  they  are  being   circumvented   We  don’t  actually  have  policies  to  say  they   shouldn’t   They  are  encouraged  to  do  so  if  it  benefits   the  project  or  task   We  expect  them  to  use  “business-­‐grade”   cloud-­‐based  share/collaboraAon  systems   We  provide  an  approved  “business-­‐grade”   cloud-­‐based  share/collaboraAon  system   Consumer  File  Share  and  Sync   What  is  your  official  policy  on  employees  using  “consumer”  cloud-­‐based  file-­‐ shares  and  collaboraAon  systems?  (Select  all  that  apply)   N=406   ©AIIM  2014  
  • 50%   Who  owns/   manages  it?   39%   Creates   another   repository  for   content.   40%   Managing   which  content   can  be   accessed  by   whom.   24%   Not  connected   or  aligned  with   records   management   system.   Biggest  concerns  with     formal  collabora8on  systems?  
  • Biggest  concerns  with     formal  collabora8on  systems?   28%   Ownership  and   vulnerability  of   SaaS  or  Cloud   soluAons  
  • Biggest  concerns  with  content  that  you  are   currently  creaAng/might  create  within  cloud-­‐ based/SaaS  collabora8on  systems?   54%   Exposure  of   confidenAal/   private  data.   34%   Content   ownership,  RM   retenAon  and   long-­‐term   access.       46%   Legal   requirements   for  data  privacy   and  locaAon.   24%   Availability,   integraAon,   SLAs  
  • #AIIM14   CollaboraAon  Systems:  On-­‐Premise  vs  Cloud   Do  you  feel  your  collaboraAon  support  needs  can  be  met  with  an  on-­‐premise-­‐only   soluAon?   25%  happy  with  an  on-­‐ prem  solu8on.     8%  looking  for  cloud   access  control  to  on-­‐ prem.     39%  looking  for  a    hybrid   solu8on  plus  9%  for  full   cloud  –  in  total,  almost   half.         N=396   ©AIIM  2014   Yes,  within  the   firewall/VPN,  25%   Yes,  but  using  a   cloud-­‐based   access  control   system,  8%   No,  we  use/will   use  a  hybrid  cloud   system  (some   content  on-­‐prem,   some  in  cloud),   39%   No,  we  use/will   use  a  fully  cloud   system  (all   collaboraAon   content  in  cloud),   9%   Not  looking  for  a   dedicated   soluAon,  5%   Don’t  know,  14%   39%     Hybrid  Cloud  
  • #AIIM14   Hybrid  model   Thanks  to     Mobile Staff Private     Data   Public     Data   Partners  
  • #AIIM14   0%   10%   20%   30%   40%   Standard  funcAons  as  part  of  exisAng  ECM/DM   system   Upgrade  or  cloud-­‐version  of  exisAng  ECM/DM   system   Cloud-­‐based  collaboraAon/DM/file-­‐share  system  –   linked  to  on-­‐prem  ECM/DM   New  cloud-­‐based  or  hybrid  ECM/DM  system   Add-­‐on  module  or  product  supplied  by  exisAng   ECM/DM  supplier   Cloud-­‐based  collaboraAon/social/micro-­‐blogging   system   Cloud-­‐based  collaboraAon/DM/file-­‐share  system  –   stand-­‐alone   We're  likely  to  conAnue  on  an  ad-­‐hoc  or  BYOS  basis   Don’t  know  /  No  convergence  as  yet   CollaboraAon  Systems  –  types   How  would  you  describe  the  main  collaboraAon  system  you  have  or  are  likely  to   choose?   N=319   ©AIIM  2014   49%  as  part  of  exis8ng   ECM  or  as  upgrade  to  a   cloud  version  (13%),  or   add-­‐on  module  or   product  (7%).      9%  cloud-­‐based  system   linked  to  on-­‐prem  ECM,   or  new  cloud/hybrid   ECM  8%.     10%  stand-­‐alone  cloud   system.  
  • In  5  years  Ame,  33%  of  orgs,   expect  to  see  “half  or  more”  of   their  employees  using  iPads,   tablets  or  digital  clipboards.   Tablet  Capture  
  • #AIIM14   ECM  –  mobile  access   How  would  you  describe  the  current  availability  of  your  main  ECM/DM  system  to   remote/mobile  employees  and  third  parAes?  (Check  all  that  apply)   54%  consider  they  have   client  access  via  VPN.      34%  have  browser  access,   (but  only  16%  op8mized)     Only  18%  have  a  mobile   app.       26%:  no  access  for  staff       81%:  no  access  for   3rd  par8es   N=340   ©AIIM  2014   0%   10%   20%   30%   40%   50%   60%   Remote  employees  have  client  access  via  VPN   Remote/mobile  employees  have  browser  access   via  VPN   Mobile  employees  can  access  via  opAmized   browser   Mobile  employees  can  access  via  mobile  app   External  parAes  can  access  our  on-­‐premise  system   (individual  logins)   External  parAes  can  access  via  cloud   External  parAes  can  access  on  mobile   We  do  not  allow  remote  access  to  our  ECM/DM   None  of  these:  we  haven’t  implemented  it  
  • #AIIM14   0%   5%   10%   15%   20%   25%   We  do  not  have  an  official  policy   Bring  (buy)  your  own  device  (BYOD)   Choose  your  own  device  (CYOD)  from  an   approved/supported  selecAon   The  company  provides  a  choice  of  devices   (COPE)   The  company  provides  one  standard  device   type  only   Use  of  mobile  devices  is  restricted  to  specific   roles   Use  of  mobile  devices  for  content  is  strictly   prohibited   ECM  –  mobile  policy   Which  of  these  best  describes  the  policy  you  have  in  place  regarding  mobile   device  use  related  to  company  content  (other  than  mail  and  calendar)?   No  policy:  20%     No,  or  restricted,   content  on  mobile:   22%   One  type   (Blackberry?):  10%     49%  mixed  personal   and  company  use.     N=341   ©AIIM  2014  
  • #AIIM14   0%   5%   10%   15%   20%   25%   30%   Dedicated  mobile  data  management   (MDM)  file-­‐transfer  system   Secure  containerized  access  system   provided  by  third  party   Secure  containerized  access  system   provided  by  ECM  supplier   Basic  app  provided  by  collaboraAon   system/ECM  supplier   File  protecAon  via  InformaAon  Rights   Management  (IRM)   None  of  these  –  browser  access  only  (via   VPN)   None  of  these  -­‐  no  access  provided   ECM  –  mobile  security   Do  you  use  any  of  the  following  to  secure  content  on  the  mobile  device  or  in   transit?      20%  using  3rd  party   MDM  or  containerized   systems.     19%  that  secure  using   app  supplied  by   collabora8on  or  ECM   supplier  (11%  not  )     56%  not  allowing   content  files  onto   device.   N=329   ©AIIM  2014  
  • #AIIM14   What  we  want  to  do  on  mobile  devices   Can  do  now   Would  like  to   View  only  (no  direct  access  to  source  document   51%   88%   Download  source  document  and  view  only   41%   83%   Create  and  upload  a  new  document  or  image   35%   90%   Check-­‐out,  edit  off-­‐line  and  check-­‐in  a  new  version   26%   82%   Interact  with  on-­‐premise  workflows   22%   86%   Electronically  approve  and  sign-­‐off  workflow  steps   21%   90%   Add  a  signature  (digital,  image,  or  with  tablet  pen)   10%   80%  
  • #AIIM14   RecommendaAons   ©AIIM  2014   Look  at  your  current  ECM  system  wrt.  collaboraAon  and  mobile  access.   Does  it  offer  a  hybrid  cloud  opAon,  and  if  so  how  seamless?   Take  a  stance  on  unauthorized  usage  of  consumer  file-­‐share  &  sync.   Don’t  try  to  stop  it  without  providing  a  commercial-­‐grade  alternaAve.   Look  beyond  basic  content  access  on  mobile  devices.  Look  for   containerized  security,  capture,  edit,  review,  annotate,     and  interoperability  with  back  office  processes.   Check  where  in  your  business  collaboraAon  is  crucial,  in  parAcular     collaboraAon  with  external  partners  and  third  parAes.  Assess  the  degree     of  technical  support  that  you  are  providing.  
  • www.aiim.org/infochaos   Do  YOU  understand  the  business     challenge  of  the  next  10  years?   This  ebook  from  AIIM  President   John  Mancini  explains.  
  • #AIIM14   CollaboraAon  Industry  Watch  –  published  last  week   •  Download  at:   www.aiim.org/research     •  Plus  many  other  reports  and  AIIM  White   Papers   •  dmiles@aiim.org,  @dougmiles00