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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. 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
Doug Miles Director of Market Intelligence AIIM
AIIM Conference – Orlando April 2nd #AIIM14
Part sponsored by:
InformaAon Management: a Proposal
IBM
AIIM 2014 Conference & Suppliers Forum
www.aiim.org/infochaos�
Do YOU understand the business challenge of the next 10 years?
This ebook from AIIM President John Mancini explains.
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 • [email protected], @dougmiles00
