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?

1. 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:

2. 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

3. InformaAon
Management:
a
Proposal

7. IBM

8. AIIM
2014
Conference
&
Suppliers
Forum

9. 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

10. #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

11. #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

12. #AIIM14
Importance
of
CollaboraAon
Are
there
any
specific
collaboraAon
requirements
in
your
organizaAon
or
department?
N=420
©AIIM
2014

13. 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

14. ©AIIM
2011
13
Two
worlds
Compliance
CollaboraAon
Support
for
collaboraAon:
two
worlds
colliding

15. #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

16. #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

18. #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

19. #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

20. 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?

21. Biggest
concerns
with
formal
collabora8on
systems?
28%
Ownership
and
vulnerability
of
SaaS
or
Cloud
soluAons

22. 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

23. #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

24. #AIIM14
Hybrid
model
Thanks
to
Mobile Staff
Private
Data
Public
Data
Partners

25. #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.

26. In
5
years
Ame,
33%
of
orgs,
expect
to
see
“half
or
more”
of
their
employees
using
iPads,
tablets
or
digital
clipboards.
Tablet
Capture

27. #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

28. #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

29. #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

30. #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%

31. #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.

32. www.aiim.org/infochaos
Do
YOU
understand
the
business
challenge
of
the
next
10
years?
This
ebook
from
AIIM
President
John
Mancini
explains.

33. #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