A White Paper on Mobile ECM


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With the increased usage of smartphones and tables in business, mobility has become an enterprise requirement. More and more business applications are now getting extended to smartphones and tablets for increasing the responsiveness and productivity of employees. ECM vendors have also realized the benefit of giving secure access of corporate content to knowledge workers right from their smartphones and tablets. This space is evolving as customers have started using mobile applications and many ECM vendors have already launched their native mobile ECM applications over iOS, Android, BlackBerry and other mobile operating systems.

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A White Paper on Mobile ECM

  1. 1. Improve workforce collaboration, response and productivity by givingaccess to ECM system over their smartphones and tablets… Author : K.V. Rajesh, ECM Consultant
  2. 2. Introduction Smartphones and tablets combined make up 70% of all devices sold in 2012. The total is expected toA large portion of corporate information lies in reach 821 million by the end of the year –paper, images, emails, photographs etc., which Gartner.are highly unstructured. Organizations carry therisk of their managers missing key information, Smartphones and tablets wont entirely replacelying in unstructured content, while taking PCs for most businesses, "but the ubiquity ofbusiness decisions. To bring this unstructured smartphones and the increasing popularity ofcontent into their main stream business processes tablets are changing the way businesses look atand maximize its value, Enterprise Content their device strategies," said Carolina Milanesi,Management (ECM) technologies have evolved. one of Gartners smart device analysts.With the increased usage of smartphones and Going mobile, helps business significantly improvetablets in business, mobility has become an their employee’s productivity and efficiency.enterprise requirement. More and more business According to Ipsos Reid BlackBerry ROI Study, aapplications are now getting extended to Blackberry business user gains 6 weeks ofsmartphones and tablets for increasing the productivity in a year.responsiveness and productivity of employees.ECM vendors have also realized the benefit of Email has been the successful application forgiving secure access of corporate content to enterprise mobility, but new generation of mobileknowledge workers right from their smartphones applications are emerging to allow mobileand tablets. This space is evolving as customers workers to do so much more. Mobile applicationshave started using mobile applications and many are broadening their scope to address the needsECM vendors have already launched their native of line-of-business workers in several areas.mobile ECM applications over iOS, Android,BlackBerry and other mobile operating systems.Business going mobileTodays workers are increasingly mobile and amajority of organizations are working towardssupporting their growing number of employeeswho are using their smartphones and tablets todo their work at office, home and while travelling.Gartner predicted that 66% of mobile workers willown a smartphone in 2016. Tablet purchases bybusinesses will reach 13 million in 2012 and triple Many companies are expanding theirto 53 million in 2016 - Gartner. implementation of a wide variety of mobility and collaboration applications. In a survey commissioned by Cisco Systems, line-of-business decision-makers (e.g., from operations, sales, finance, and corporate management) identified the organization’s current and planned mobility and collaboration applications deployment for smartphones and tablets. Viewing documents and accessing employee portals, email, or calendars are widely deployed applications. Video and photo applications are gaining momentum.Note : This article contains charts, graphics and text from several websites which is available in public domain. 2
  3. 3. Mobile ECM vehicle from an iPad and instantly upload the photo into the ECM system to initiate theOne of the key benefits of Enterprise Content claim processManagement systems is its ability to give secure • Allow a senior manager in a workflow step toaccess of content to users across the enterprise review the documents, approve / reject theto enable them to make their decision based on request, while he is travelling on a businessthe best available information and facilitate the trip right from his smartphonebusiness process. Extending the secure accessof enterprise content from smartphones and As the usage of mobile ECM is expanding, thetablets will enable knowledge workers to act ECM vendors are launching their native mobilefaster than ever before. applications with support for leading mobile operating systems from Apple, Google, BlackberryAll leading ECM vendors have realized this and Microsoft. Below table provides a quickopportunity and extending the access to their comparison of mobile operating system supportECM system from smartphones and tablets by for the current mobile applications launched bya) mobile optimized browser page, b) vendor’s some of the leading ECM Vendors.native mobile application and c) third partymobile applications. (Source: Websites) (Mobile Operating System Support) With this space evolving, the ECM vendors are extending more and more functionalities into their mobile applications. The features and functionalities currently provided by leading ECM vendors in their mobile applications are listed Source: AIIM Study on - Primary ECM/DM accessibility below.Native Mobile ECM applications are intuitive, EMC Documentum Mobilesimple and secure. They help knowledgeworkers to : • Advanced search and filtering• Search, consume and contribute content • Navigate – Repository, Collections, Watched Items, from their smartphones or tablets Recently Viewed, and• Efficiently discover and collaborate on latest Favorites content • Import content• Seamlessly connect with colleagues and • View documents protected with Documentum share content updates Information Rights Management (IRM)• Mobilize business tasks to smartphones • Configurable display properties and tablets to further optimize day to day • Share via email business processes • Download content for offline use• Substantially improve their productivity and • Initiate and participate in threaded discussions efficiency • Review and approve workflows • Access CenterStage Spaces including collaboration wikis, blogs, and discussionsSome of the best use cases of Mobile ECM are : • Push notifications • Ability for a site administrator to globally enable or• Empowering an insurance claim inspector disable features on field to take photograph of accidentNote : This article contains charts, graphics and text from several websites which is available in public domain. 3
  4. 4. IBM Content Navigator Shareplus, 3rd Party SharePoint Mobile Client• Secured login through corporate VPN • Support for all SharePoint• Advanced search and Content Types navigation • Read email files (.MSG and• Access to saved searches .EML) stored on libraries in the ECM • Add, edit and delete SharePoint Items and Files• Browse folders • Annotate PDF Files without leaving the app• Navigate document lists; view document & • Check-In/Check-Out & Approve/Reject metadata, and edit the metadata • Download documents for offline access• Add document by taking a photo and apply • Capture Pictures, Video and Audio right into metadata SharePoint• Collaborate on team spaces • Browse, delete and restore past document• Participate in workflow versions• With its Content Management Interoperability • Send documents by mail, linked or fully attached Services (CMIS), IBM Content Navigator can be • HTTPS (SSL) Support and compatible with VPNs used as a single interface atop virtually all • SharePlus ENTERPRISE features include: repositories of content in an organization • In-House Deployment • BrandingOpenText Everywhere • Centralized Configuration • Enhanced Security• Browse, search, view, • Enterprise Search manage, and email documents and other Benefits of Mobile ECM forms of content OpenText repository Mobile ECM brings faster accessibility to content &• Includes content viewers capable of rendering business processes and deliver several business over 200 file formats, such as Microsoft benefits : PowerPoint, on the screens of mobile devices• Initiate business workflows, attach and view • Faster employee responsiveness and decision- documents related to a business process making• Approve or reject workflows• Content-centric collaboration and micro • Improved knowledge worker productivity blogging across communities and workgroups • Reduced turn around time in business processesAlfresco Mobile • Greater collaboration • Faster internal and customer issue resolution• Securely access corporate • Enhanced customer satisfaction content • Reduced mobility cost• View documents, • Competitive advantage presentations and media • Improved profitability files• Download for offline access Conclusion• Take photos on your iPhone and upload them directly to Alfresco Mobile ECM is opening up new opportunities for• Edit documents on your iPad and upload them ECM deployments, by extending the usability of using WebDAV ECM right from user’s smartphones and tablets.• Start Alfresco business processes right from Realizing its compelling business benefits, more your tablet using Alfresco folder rules and more ECM customers are adopting it to• Add comments and tags to content increase their workforce responsiveness and• Search by file name or full text productivity.• Enforce corporate security rulesNote : This article contains charts, graphics and text from several websites which is available in public domain. 4