Whitepaper: Delivering the Paperless Office for IT executives


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Delivering the Paperless Office
An article series from Citrix for mobility-focused IT executives. Articles authored by Citrix® mobility expert Natalie Lambert have appeared in Wired, Forbes and multiple other online venues, and seek to keep IT executives updated on the opportunities and technologies related to the emergence of the mobile enterprise. We invite you to read and share these articles and to comment on your organizations’ journey to enterprise mobility.

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Whitepaper: Delivering the Paperless Office for IT executives

  1. 1. Mobility on the Move 1citrix.com Delivering the Paperless Office An article series from Citrix for mobility-focused IT executives Articles authored by Citrix® mobility expert Natalie Lambert have appeared in Wired, Forbes and multiple other online venues, and seek to keep IT executives updated on the opportunities and technologies related to the emergence of the mobile enterprise. We invite you to read and share these articles and to comment on your organizations’ journey to enterprise mobility. Mobile Workspaces: Delivering the Paperless Office Save the trees! Go paperless! It’s something we strive for. No more papers to sign and file. No more documents to edit by hand. No more heavy books to lug around. But the reality is, in many areas of our lives, paper is still a primary way we communicate and conduct business. For the first time I can think of however, the business world is progressing faster than the home. Going paperless – the business is moving faster At home, I still have certain bills that simply will not accommodate automatic bill pay; I receive notifications, such as a jury summons or a town hall meeting, that still arrive via Snail Mail; and if I have work to do on my house, contractors still require me to sign a contract and write a physical check. At home, I still have a physical filing cabinet. And then there’s the never-ending junk mail. But on the flip side, modern organizations are connected more than ever before. Doctors use a tablet and access patient records, x-rays, and other life saving information at the touch of their fingertips, instead of chasing down paper files. Sales associates in retail stores carry around tablets to check real-time inventory, process payments, and email receipts, instead of laboriously (and wastefully) printing inventory summaries and sales receipts for customers. And information workers can instantly collaborate with coworkers from anywhere, electronically sign contracts and invoices, and iterate the latest proposals or presentations from any device, instead of printing and marking up documents for review. Three types of paper documents used in business: While the uses of paper in business are limitless, the most general types of documents we see generally fit into these categories: 1. Internal documents. Examples include documents that are still a work-in-progress or documents that are behind the firewall and are hard to access from home. 2. External documents. Examples include presentations, reports, specification sheets and other documents that we need to share with customers, partners and vendors. 3. Statements, proposals and bills. Examples include Statement of Work (SOW) documents from vendors or expense reports that often require printing, signing, and emailing back.
  2. 2. Mobility on the Move Delivering the Paperless Office 2citrix.com While people print these documents for various reasons, the primary motive can generally be boiled down to the fact that documents are hard to collaborate on in real time; hard to send to customers electronically because of large size; hard to edit and sign without printing; and most importantly, hard to access when outside of the office or on a non-corporate device. How mobile workspaces deliver the paperless office What people need to support their efforts to go paperless are a set a technologies that enable them to securely access, edit, sign, share and collaborate on electronic documents. Avoiding the need to print documents is just one of the many benefits of a mobile workspace. A mobile workspace is a portable, always on, always connected working environment that follows the user wherever she goes, on whatever device she chooses to use, regardless of what connectivity she happens to be using. This means that people have access to all of their apps, data and services in almost any circumstance or location so they can stay productive. The goal here isn’t to force people to work all of the time, but instead to give employees unprecedented levels of flexibility and freedom in how they get work done. In addition to the flexibility benefits, a mobile workspace has massive implications for the paperless office. Let’s consider them in turn: 1. Document Access. Document access when outside the office or on a non-corporate PC or a smartphone or tablet can be a nightmare. Why? Because organizations must secure corporate data to ensure it doesn’t get into the wrong hands. With a mobile workspace, employees get secure access to all of their data, even data behind the firewall, on any device they happen to be using. 2. Document Editing. Document editing has always been possible on desktop and laptop computers with productivity suites like Microsoft Office. But, as employees have become more mobile, document editing on mobile devices has suffered due to the lack of tools. With a mobile workspace, employees get access to all of the same applications they have on their computer as well as all of the latest and greatest mobile, web and SaaS apps available – including mobile productivity suites. This gives employees the power to edit any document, on any device, anytime. 3. Document Signing. Employees receive documents, such as SOWs, proposals and other types of contracts all the time; these documents need to be signed and returned to a third party. Traditionally, this has been done via a printer, a pen, a scanner, and a return email. Mobile workspaces change this paradigm. Using a mobile workspace, the ability to provide (or request) e-signatures is at the touch of your fingertips. 4. Document Sharing. Employees that want to share documents have faced a dual problem: 1) the security implications of data getting into the wrong hands and 2) files that are too large to send via email. A mobile workspace includes secure file sharing capabilities that fix both of these problems. Now, employees can send documents of any size to co-workers and customers via a secure link. The file sharing solution tracks who receives the document and can prevent non- authorized people from accessing it.
  3. 3. Mobility on the Move Delivering the Paperless Office 3citrix.com 5. Document Collaboration. Collaborating on a document is a necessity in today’s workplace. However, in many cases, employees email a document and hope to receive a marked up version in response at a later time. A mobile workspace includes collaboration technology to give employees the ability to kick off a virtual meeting, share a document and collaborate on the document in real time. Citrix technology enables the paperless office For organizations with “green”, mobility initiatives, look no further than Citrix. Citrix Workspace Suite™ is the market leading mobile workspace solution that delivers secure access to apps, desktops, data and services wherever people are, on whatever device they are using. This complete and powerful solution is optimized to meet the performance, security and mobility requirements of each individual, with instant access to personalized desktops; mobile, web, and Windows apps; data and services over any network to empower mobile workers with freedom and flexibility to choose how they work and reach new levels of productivity. Citrix Workspace Suite includes Citrix ShareFile® , the market leading enterprise file, sync and share solution, along with other Citrix technologies to enable the paperless office in the following ways: 1. Document Access. Citrix Workspace Suite provides people access to all of their data stored in file systems, network drives, SharePoint or other enterprise content management systems, on any device. 2. Document Editing. Citrix Workspace Suite can deliver Windows apps, including Microsoft Office apps, to people on any of their devices so that they always have access to their productivity suites. In addition, the solution includes Worx Mobile Apps, such as WorxEdit™ that provides an easy-to-use editing tool on mobile devices, allowing employees to annotate and edit documents, spreadsheets and presentations from anywhere. 3. Document Signing. Citrix Workspace Suite includes ShareFile, which integrates with many eSignature providers to enable quick electronic signatures to your documents. Through this solution, people can securely send out contracts, authorizations, releases or anything else that requires a legally binding signature, without printing anything. 4. Document Sharing. Citrix Workspace Suite enables people to share their documents with anyone, easily, while meeting the security requirements of the business. 5. Document Collaboration. Citrix Workspace Suite supports Worx-enabled apps, such as GoToMeeting® and Podio® , to enable people to collaborate on documents in real time. Learn more about how mobile workspace solutions from Citrix deliver significant organizational benefits to support new, more flexible ways to work. • Webinar: Citrix Workspace Suite: The leading Mobile workspace solution • Web page: Mobile workspace • Web page: Citrix Workspace Suite • Web page: How to buy Citrix Workspace Suite Mobility on the Move article series: Mobile Workspaces: Delivering the Anywhere Office Mobile Workspaces: Delivering User-Centric IT to Enable Business Mobility
  4. 4. Mobility on the Move Delivering the Paperless Office 40814/PDFcitrix.com Corporate Headquarters Fort Lauderdale, FL, USA Silicon Valley Headquarters Santa Clara, CA, USA EMEA Headquarters Schaffhausen, Switzerland India Development Center Bangalore, India Online Division Headquarters Santa Barbara, CA, USA Pacific Headquarters Hong Kong, China Latin America Headquarters Coral Gables, FL, USA UK Development Center Chalfont, United Kingdom About Citrix Citrix (NASDAQ:CTXS) is a leader in mobile workspaces, providing virtualization, mobility management, networking and cloud services to enable new ways to work better. Citrix solutions power business mobility through secure, personal workspaces that provide people with instant access to apps, desktops, data and communications on any device, over any network and cloud. This year Citrix is celebrating 25 years of innovation, making IT simpler and people more productive. With annual revenue in 2013 of $2.9 billion, Citrix solutions are in use at more than 330,000 organizations and by over 100 million users globally. Learn more at www.citrix.com. Copyright © 2014 Citrix Systems, Inc. All rights reserved. Citrix, Citrix Workspace Suite, ShareFile and WorxEdit are trademarks of Citrix Systems, Inc. and/or one of its subsidiaries, and may be registered in the U.S. and other countries. Other product and company names mentioned herein may be trademarks of their respective companies.