AST-0059914 the Cloud Reinventing Enterprise Collaboration

8/2/2019 AST-0059914 the Cloud Reinventing Enterprise Collaboration

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W h i t e P a P e r

t Cloud: ReinventingenteRpRise CollaboRationIDG survey points to need for coaboration across a business unitsand an end to spot soutions

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it mngs, vs mjoy of knowldg woks (86 pcn) plcd vy g lvl of

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ccss o mos up-o-d copo nfomon.

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xnlly, gdlss of w uss , w nwoks y on o w dvcs y

usng. Cloud-bsd dlvy modls nbl mssvly sclbl documn sog, collboon

nd pojc mngmn soluons fo lg npss.



It’s EasIEr In thE CloudCoud-based content storage and management is simpe to use. After upoading es to a centraized storage

server in the coud, users can access, manage, share and view a of their es (regardess of media type) on

the Web. But it’s more than arge-scae e storage. Coud-based content management enabes Web-based

project management, incuding task creation and assignment, discussion areas, a unied repository for

comments, and inks to project-reated Web sites.

The benets of coaboration are many, and incude increased productivity, better informed decision-making,

better aignment between teams and upper management, increased innovation and competitiveness, and

better visibiity into ongoing projects.

Organizations that have made the transition to new coud-based modes have reaized massive

productivity gains.

CUNY Hunter Coege is a case in point. Researchers at Hunter Coege found themseves emaiing es back

and forth with externa researchers in an attempt to coordinate efforts. Externa partners had a hard time

accessing the es, which hindered progress on the team’s group work.

So the coege began upoading materias to the coud, creating new foders to post meeting minutes,

agendas, documents and timeines for future progress. In short, the service acts as a Web-based workspace,

offering a seamess way to centraize content into an easiy accessibe repository.

“You can’t coaborate if you can’t share es,” said John O’Nei, professor of counseor education at CUNY.

“You can’t coaborate if you can’t centraize your materias somewhere and access them when you’re nottogether as a group.”

thE all-Company approaCh to CollaboratIonDespite the growing stabiity, security and number of consumer e-sharing toos, many companies sti

strugge to coaborate effectivey. One reason may be that organizations tend to take a cosed, team-based

approach to sharing knowedge, which inhibits an open ow of communication across disparate business

units, departments and communities.

WHITE PAPER :: The Coud: Reinventing Enterprise Coaboration

“You cn’ collbo f you cn’ cliz mil somw nd

cc hm wn you’ no og s goup.”

— Jon O’Nll, pofsso of counslo ducon CUNY

Importance of Having the Abiity to Coaborate Securey within andbyd Organizationa Boundaries BASE: 262 quaied respondents

SCAlE 5: Ciic –> 1: n ice

3% (2)

0% (1) No importance

44% (5) Critica42% (4)

11% (3)



This was borne out in the survey, in which 86 percent of respondents said that having the abiity to coabo-

rate securey both within and beyond organizationa boundaries is critica or very important. Additionay, 55

percent said that having access to the atest technoogies (coud, mobie and sociay enabed) is an important

component to achieving that goa.

Unfortunatey, many toos are introduced into an organization on an ad hoc basis; 64 percent said they are

using separate soutions for basic e sharing and coaboration. That may be one reason why a whopping 60

percent rated their satisfaction with current coaboration toos and soutions as ony “good” or “adequate.”

So, what are enterprise customers ooking for in a coaboration and content sharing soution? In terms of

importance, the desired capabiities incude:

n Ease of use to increase adoption and ower training costs

n High eve of buit-in security

n Integration with existing enterprise coaboration products

n low, predictabe cost

n High eve of IT contro

n Mobie support for iPhone, iPad, Android, BackBerry and Windows Mobie

n Coud-based, scaabe deivery mode

n Integration with coud-based CRM


Important Features and Capabiities When EvauatingCoaboration Soutions and Toos BASE: 262 quaied respondents

(Percent rating 4 or 5 on a 5-point scae where “5” is “Critica”)

Important Potentia Benets of CoaborationSoutions and Toos BASE: 262 quaied respondents

Increased productivity

Better informed decision-making

Aignment between empoyees,teams and management

Increased end-user satisfaction

Reduced costs(incuding trave expenses)

87%

83%

82%

80%

75%

89%

87%

78%

70%

66%

User friendy/easy to use

High eve of buit-in security

The abiity to integrate with and extendthe vaue of your existing enterprise toos

(such as SharePoint, OpenText, etc.)

low-cost soution

High eve of IT contro



Given what many companies are using now, it’s no wonder they’re ooking for more secure and controed

soutions. Neary haf of respondents are using FTP servers, which are based on years-od protocos that were

not designed to be secure, share es, coaborate and work in virtua teams.

wE Can do bEttErIncreasingy, enterprise activities are being organized around coud and mobie technoogies, which are

absoutey essentia for:

n Storing content on a massive scae

n Achieving a dynamic ow of information

n Ensuring that content is up-to-date and avaiabe from any device

Coud-based soutions are paving the way for interconnected, open, easy-to-use yet secure environments

where interna and externa stakehoders contribute and share ideas. It’s been a boon for tasks ike appica-

tion deveopment.

Rea-time coaboration “is very important for maintaining version contro when many peope are working on

a project coectivey,” says Tony Hashem, vice president of IT infrastructure and chief information securityofcer at Genworth Financia, a goba nancia services company with over $100 biion in assets.

Coud-based coaboration heps companies to deiver products and services faster. “When you coaborate

in rea time you don’t have the ‘throw it over the wa and see what happens’ type of workpace situation,

because you’re working together as if you were face to face,” Hashem says.

Hashem aso notes the tangibe benets of coud-based coaboration and content sharing: a reduction in

trave expenses and the abiity to everage ower-cost abor markets.

According to the IDG study, three of the top four chaenges sowing the adoption of coaboration soutions

incude security, training costs, and ack of integration with existing technoogies. Box.net, a coud-based

content management provider, uniquey addresses each one of those concerns, deivering advanced security,

simpicity and IT contro to e sharing. Specicay:

n sECurIty: Coud soutions enabe monitoring and management of a user activity, such as upoading and

downoading of es, setting access permissions for individua users and entire departments, password

protection and time-based restrictions for shared es, generation and export of es and user activity, and

e access for interna and externa users.

n sImplICIty: To coaborate via the coud, the user must create a project foder, and drag and drop es

from the desktop into the foder. To share es, send a URl or invite stakehoders to view or edit. If you

grant someone permission to edit, they can add comments, start a discussion, or upoad their own es

into the shared foder.

n Control: Fies can be restricted to preview ony, so users can read but not downoad es; or upoad ony,

so they can upoad es without accessing the foder. Administrators are notied when a partner, cient or

vendor downoads a e, upoads new content, adds comments or starts a new discussion.

solvIng problEmsThink of coud-based content management as combining eements of traditiona enterprise content manage-

ment (ECM) with the coaborative eements of mobiity and socia networks.

The coud breaks down barriers, enabing and improving access to corporate data from any device, whie

reducing the IT resources necessary to maintain and serve up content.

At the same time, enterprises are no onger burdened by the od way of doing things. Emai size imitations,

FTP security and rewa probems, version contro chaenges, time zone headaches and mobie access

probems are a a thing of the past.




Today’s knowedge workers need access to corporate data at any time of day and from any device. They need

to share, edit and comment in rea time, which was not possibe ony ve years ago.

“We’ve aways had coaboration in some form, whether it was emai, faxing, or chat,” says Hashem. “But

coaboration today is rea time. There is no atency. It’s media, text, contacts, anything. There is nothing you

can’t do. Pus, coud computing is a usefu too. It’s about the abiity to scae infrastructure without touchingmachines or buying machines.”

“The future,” he says, “is now.”


bx: sie ece i c e e izi

The hamarks of Box’s coud-based content management soution are simpicity, security and interoperabi-

ity. Truy, it coud not be easier for users to store, access, edit and share es, regardess of media type

and from any device. These are just a few of the reasons why Box is used by more than 8 miion users

around the word.

“Content management systems have traditionay been on-premise soutions that come with a the cassic

maintenance issues that impies,” says Whitney Tidmarsh Bouck, Enterprise Genera Manager at Box.

“We enabe simpe cross-company coaboration and mobie coaboration.”

The main components of Box’s coaboration soution encompass content management, mobie access, ad-

ministrative contros, onine workspaces and integration with the eading coud-based enterprise appications.

hee’ ee ce e e.

ContEnt managEmEnt

Manage a of your content in the coud incuding upoading, downoading, tagging, editing and organizing.

Users can share arge es securey (incuding managing foder permissions from view-ony to editing),

sync es on your desktop and perform fu-text search.

mobIlE aCCEss

Box enabes mobie access to es in the coud from a the major patforms and devices: iPad, iPhone,

TouchPad, Android phones and tabets, BackBerry and PayBook. Further, users can access Box content

from within more than a dozen mobie appications incuding GoodReader and DocsToGo.

admInIstratIvE Controls

Security is front-of-mind for any enterprise trusting their data to the coud, and Box has a the bases

covered. In addition to e encryption, AD/lDAP integration, auditing and other contros, administrators

can manage users and e permissions incuding setting ogin credentias, storage aocations, specic

and individua permission for shared es and foders, password management and expiration dates for

shared e and foder access.

onlInE CollaboratIvE workspaCEs

Box provides the utimate in functionaity and simpicity when it comes to coaborating. Turn any foder into

an onine workspace where you can invite peope to view, edit and upoad es. Easiy track e versions by

storing mutipe versions of the same e, downoad earier versions for reference, and reduce confusion by

using the same ink even as new versions are upoaded. Post and repy to comments, conduct discussions

and reference comments by e version. Assign and manage tasks, and monitor a updates in rea time.

IntEgratIon

A major compaint about many coaboration toos is that they don’t work we with existing software and

services. That’s not the case with Box, where users sync, create and coaborate with the industry’s eading

enterprise coud appications incuding Googe Apps, Saesforce CRM, NetSuite, Yammer and Jive’s socia

patform. Further, users can connect Box with up to forty of the eading ECM systems incuding Microsoft’s

SharePoint and EMC Documentum.

Box brings simplicity and security to enterprise fle sharing and collaboration in the cloud

http://www.box.com/

Documents

AST-0059914 the Cloud Reinventing Enterprise Collaboration