Community IT June 2016 Webinar - Dropbox and Other Alternatives

2. Webinar Tips • Interact Ask questions via chat Connect on Twitter • Focus Avoid multitasking. You may just miss the best part of the presentation • Webinar Slides & Recording PowerPoint and recording links will be shared after the webinar

3. About Community IT Advancing mission through the effective of technology. • Invested Work exclusively with nonprofit organizations, serving over 900 since 1993. • Strategic Help our clients make IT decisions that support mission. • Collaborative Team of over 30 staff who empower you to make informed IT choices.

4. Johanny Torrico Vice President – Operations jtorrico@communityIT.com Steve Longenecker Director – Infrastructure Consulting slongenecker@communityIT.com

5. Agenda When Is SharePoint not a good fit? Cloud-based document management differentiators Reviewing some SharePoint alternatives

6. When is SharePoint not a good fit?

7. Why move to the cloud? – Business continuity – Remote Access – Richer feature set than file server

8. Downsides of SharePoint – Focused on Microsoft Office and is best when part of larger Office 365 ecosystem. – Are all those features really needed? – It’s complicated. – Browser and metadata makes new paradigm. – Price consideration if you aren’t a qualified NP

9. Differentiators

10. Differentiators: Security – Regulatory compliance – Private encryption keys – Logging/Auditing – DLP and DRM

11. Differentiators: Vendor Fitness – SLA – Support Options – Long term prospects of vendor – Geo-Redundancy of data centers

12. Differentiators: Automation • Workflows • Life-Cycle/Records Management • Document Templates

13. Differentiators: Bells and Whistles • Co-authoring • Searching • Integration with other tools • Online editing

14. Differentiators: Admin Control • Metadata Management • Retention policies • Reporting and Analytics • Version control • User management

15. Differentiators: Technical Limits • File Size Upload • Number of items per library/folder • Invalid characters in file names • Synchronization vs. browser-based • Tagging sophistication

16. Differentiators: Cost • Subscription Cost • Migration Cost (financial) • Migration Cost (time) • Migration Cost (users)

17. SharePoint Alternatives

18.

19. • A major player in the space • Integrates with other solutions. • Balance between simple user experience and organization’s management needs. • Box University.

20. • Easy to deploy and for users to adopt • Storage Sync service allows a simple hybrid approach • Similarity to a basic file server is in our view becoming less a strength.

21. • Part of a larger Google ecosystem and Google way. • There is an Office desktop suite plugin • Google doesn’t seem to be investing in its product as much as other players in the space. • Google’s approach is lightweight and often good enough.

22. • Comes from the world of consumer IT. • The very best synchronization • Local sync can lead to versioning issues. • Dropbox continues to improve, recently introduced Project Infinite.

23. • Part of the Office 365 ecosystem • Improved sync tool available for windows and mac • Unlimited Storage • Seamless integration with office suite • External sharing available

24. • SharePoint Team Site • Easy to deploy • Permissions can be control • Synching available in windows only • Free with non-profit license • Seamless integration with office suite • External sharing available

25. A couple more notes: Classic document storage is becoming less important. A Gartner assumption in their 2015 Magic Quadrant analysis of the EFSS space was that, “By 2018, less than 10% of today's stand-alone EFSS offerings will exist.”

26. Upcoming Webinar Nonprofit IT Department Best Practices Thursday July 21st 4:00 – 5:00 PM EST Johan Hammerstrom

27. Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered. Missed anything? Link to slides & recording will be emailed to you. Connect with us

28. Q & A

Notas do Editor

Johan MC’s and owns this slide. GTM starts recording after first slide change. Advance to second Title slide after hitting Record.
Johan
Johan
Johan introduces. Steve says hello. Johanny says hello. Introduction: and…Johanny Torrico Community IT’s VicePresident of Operations. This is our 3rd webinar of a SP series. If you were not able to attend them, i encourage you to watch the recordings. you can find those links in our website.
Johanny Today we'll review some enterprise level solutions that can be alternatives to sharepoint as a document management cloud solution. we know that adopting SP as a cloud based document management can bring many many benefits to your organization, but we recognize that an implementation can be time consuming and complex. as an introduction Steve will quickly summarize for us when is SP not a good fit. Then before we actually review some of the most used solutions out there, we thought that it will be important to talk about the main differentiators among the different players -we though it is important for us to provide you for some key elements to look out for when you are looking at those solutions.... then jump right into reviewing the alternatives to SharePoint. are we good Steve… are we ready?
Steve At Community IT, we’ve invested a lot of learning in SharePoint. And we do know a lot more about SharePoint than any of its competitors. I’m sure at times in this webinar we’ll still sound like SharePoint fans. Well, we are. But we do recommend and support a number of alternatives when SharePoint is not a good fit.
Steve But before discussing that further, we should probably review very briefly why one would want to move document storage/management from an onpremise file server to the cloud in the first place. Remote Access: File available wherever you have Internet access, and not just for you but for your team and – this is important – possibly for external partners. Richer feature set than file server: Versioning, potentially workflows, potentially richer search/tagging/etc.potentially coauthoring. We’ll get to more of these in the differentiator section. Lots of different Enterprise Cloud-Based Document Management solutions meet these requirements – at the base (table stakes) level. So they all provide remote access and deliver you from the risk of having mission critical documents stored on a single point of failure on-premise file server. But it’s not like they are all the same.
We’re going to go through a whole bunch of differentiators to consider in evaluating solutions. That’s coming up next. But a few reasons SP might not be the right choice. Complicated = high cost to migrate (in terms of time, end user attention, cash out the door for consultants, etc.) Complicated = overhead for everything. Example: uploading a document you have to enter metadata. Metadata is controlled by the term store admins group so if you aren’t a member, you have to ask if you want a new term added. Does it deliver value?
Steve As Johanny said when she went over the agenda, we’ll review some SharePoint alternatives in this webinar, but we thought it would be of value to discuss some of the fields you might include in a matrix when evaluating cloud document management options. You can research options yourself, but it’s helpful to know what questions you should be asking. So that education is up first. And not all these differentiators will be important to you, obviously. Different organizations have different requirements. Strong security may be more important to a government watchdog nonprofit than to an homelessness advocacy organization, perhaps.
Steve We do know a lot more about SharePoint than almost any of its competitors. Regulatory compliance (HIPAA or FIPS) Encrypted at rest. Private encryption keys secure data from vendor. I’ve also seen the acronym BYOK – bring your own key. (SpiderOak most famously built its brand promise is around this and even though SpiderOak isn’t one of our recommended alternatives, googling them provides some nice marketing info on why it might be cool )Microsoft is adding this capacity in Office 365. http://www.slideshare.net/d501159/data-encryption-technologies-in-microsoft-office-365 https://www.skyhighnetworks.com/cloud-security-blog/office-365-security-concerns-how-safe-is-my-data/ Box has BYOK, introduced at the beginning of 2015. Individual Document security: password protection, share link expiration, retention policy. DLP and DRM are probably in the category of “cool, but not worth paying anything extra for” for most of our clients. Data loss prevention (DLP) – share links expiration, prompt to user that document is restricted and to provide business reason for opening, Digital rights management (DRM) – SP can prevent copying and pasting from Word for example. A couple more: High granularity in access controls. Integration with Active Directory
Steve SLA – how much downtime Support Options – email only, phone calls, 24x7 vs. business hours, included or separate charge, overall quality of support. Geo-Redundancy could include being able to pick your Geo-location.
Johanny Some of the cloud document mgmt solutions well the enterprise solutions out there include some level of work flows. Some more complex than others. SharePoint for instance has a basic repository of workflow rules that can be easily implemented to automate some of the organization's business processes. By the way for those of you not familiar with WF. A workflow is a series of steps. Each step includes one or more actions and can include conditions (like IF functions and ELSE in excel) and stages that dictates which action should be taken. A very basic example of a use case can be for instance.... an email is sent automatically to you once a document status has been changed from pending to approved for example. Another differentiator is The ability to apply some retention policies, the ability to have a disposal of documents rules and policies throughtout the life of a document.. Some solutions are more sophisticated than others. If compliance and auditing is important to you, then looking into a solution that can automate this is something to consider.
Johanny This list can be more extensive but based on our experience these are some of the things that organizations value the most when it comes to solutions features. Co-authoring was first introduce by Google in Google Docs – it is browser only but still really cool. MS can do it in Office desktop suite now too. The advantage I think MS has over other competitors is that most of us are used to working with the Office suite products… the fact that MS can not only allow co-authoring capabilites when using office online but also when you are working on your local office application is amazing!! Let me be clear though this is Only possible if you are working on a file directly from or in the cloud. Sync solutions can’t do it. Searching is another big differentiator. Enterprise searching built into some solutions is more robust than others. Microsoft and Google are definetely the leaders here. They continue to invest on enterprise machine learning search engines.. MS Office graph technology for example can surface documents you might need with Delve, and having used that personally it is very useful and very cool… Integration with other tools: you want a solution that is agnostic. A solution that works well in a windows environment or a Mac OS environment or a mix!. Also, you would want mobile integration most definetely this days for sure … we want a solution that works well with iOS, windows mobile, or android... you might also want A solution that has a tied Integration with Office desktop suite… If you have 3rd party applications such as Docusign or Salesforce, you might want a solution that is closely integrated with them too. Online editing is another important feature. Some are more robusts than others… Google docs, and MS office online are the winners here in my opinion. Some of the other possible solutions might provide this but it won’t be even come close to what MS and google provide. And here also come to play the integration with Office suite if you use that heavily. Online editing can be important for working with external partners.
Johanny Here is where most of the solutions fall short I think and where, well you know if you are putting together a table comparing and vetting the different solutions and what they provide, here is where you will cross most of them out. Some solutions will allow for tagging and a way to manage those terms. Like what you get with SP... !! We just talk about retention policies and records management. Some solutions will make it easy to implement these policies. Some solutions will also provide you a platform for auditing and access control reporting… I think the most important differentiator is user management and access control. Does the solution have a centralized way to manage users, to manage passwords, and to control access, and permissions? including integration with an Active Directory… SharePoint Online is the winner here. Right out of the box you can easily put this in place, and have access control, lock document libraries etc…
Steve
Steve
Johanny Now that we have reviewed the differentiators and what to watch our for on the different solutions let's jump to reviewing some of the most common ones...
Johanny There are way to many options... The market for cloud based document management has grown enormously. Gartner in its Magic quadrant report on enterprise file synchronization and collaboration solutions released in 2015 mentions that more than 140 solutions have been created since 2010. too many to fit in this slide…! And for gartner to do a report on!! After reviewing some of the differentiators Gartner analyzed 16 solutions and fit them in their magic quadrant... Steve will tell us a little bit more on gartners magic quadrant as he talks about these solutions. I think is important to know the difference between enterprise solutions and end user –consumer solutions. Consumer products don’t provide corporate ownership. They Allow for only limited permissions management, and what there is, is ad hoc sharing with no reference to a centralized identity database like Active Directory or even a regular old list of users. This consumer solutions Often provide some amount of “free” storage to users. they have Questionable SLA’s And very Limited support. “Now Steve is going to walk us through four enterprise solutions we support that compete with Office 365 and then I’m going to review two SharePoint competitors within Office 365 ecosystem”
Steve A major player in the space; analysts are optimistic about their long term staying power. In the “leader” (best) quadrant of Gartner’s 2015 review of the EFSS space. Gartner’s magic quadrant has an X axis for “completeness of vision” and a Y axis for ability to execute. Being in the upper right of the magic quadrant means you are leading your sector in both. Brand promise is to integrate with many different cloud-based information systems. Integrates with SP. Integrates with SalesForce. Uses folder paradigm, but tagging is also available. Our clients have had (some) negative experiences with syncing of shared folders. Box University features browser-based activity. Office desktop suite plugin is available. Box University is impressive, but partly because it’s packaged as Box University. There’s loads more documentation for Google Drive or SharePoint that’s online and accessible to anyone who is able to use Google and has some confidence/wherewithal. Box: Typically recommend for scenarios where cloud file sharing and document management is the only need i.e. other Google or Office 365 add-ons are not required. intuitive interface and its sync utility integrates into Windows Explorer and Mac Finder. Good integration with Office, good mobile accessibility Cost: $7.50 per user per month for nonprofits for the business plan. Nonprofits get 50% discount off the standard rate. Minimum of 3 users.
Steve Storage Sync service allows a simple hybrid approach in which a local NAS device contains a synced copy of the Egnyte Cloud Server documents, which are how users in the office access documents. Similarity of model to a basic file server is in our view becoming less a strength. The future is in document management, not just document storage. Our criticism is specifically of the hybrid model. Egnyte Cloud Server without the Storage Sync service, in which users access files through a browser, does offer more document management options like metadata tagging, metadata search, etc. Pro: Egnyte probably really can be your file server replacement (you can get rid of it with Egnyte), except maybe for the largest video files. Business Plan is $15/users/month, which is 25-100 users and up to 10TB. 5-25 employees and up to 5TB of storage is $8/user/month. Storage Sync is extra. I remember $50/month/NAS. Tell CryptoLocker story, difficulty restoring because restoration is based on Version and encryption is not a versioning event AND because restoration is a file by file activity for something like this. Probably applies to all SYNC-based clouds and indicates to us that ALL cloud doc management storage solutions may benefit from third party backup options.
Steve Part of a larger Google ecosystem and Google way. Using Google Drive while rejecting the Google ethos is swimming upstream. Examples – Google Drive wants to have decentralized ad hoc sharing. Google Drive wants to integrate with Google Apps like Docs and Sheets. There is a sync tool. It’s not bullet proof. There is an Office desktop suite plugin, but it requires logon to Google with every restart and doesn’t work great according to our client reports. Google Drive: powerful search, tagging is available but not the rich taxonomy features that SP offers, good mobile accessibility, Google Apps suite also incorporates mail, chat, videoconferencing, calendar and social networking features. more suited for ad-hoc or individual sharing; we recommend 3rd-party tools such as BetterCloud to provide more enterprise features such as access controls and reporting. Integration with office: There is a Google Drive for Office plug-in that allows you to edit, save and share MS office documents saved in Google Drive from office applications. There is also a browser extension that will open documents saved in Google drive with the appropriate MS office application. Cost: Google Apps for Education is free for nonprofits Question came in during registration about How fine-grained are the security controls for each product? Google has sufficient permissions but lacks good centralized control.
Steve Comes from the world of consumer IT. The enterprise features are not robust. Can only apply permissions to shared folders at the root, so granularity is limited. On the flipside, most users know the consumer product already so change management is modest. The very best synchronization but you do need to embrace that model. Rock solid synchronization. Certain things, like moving files or folders around, only work when using synchronization. Synchronization model means less options for document *management* and also mean no co-authoring. Synchronization means synching to your computer – generally your C: drive. We’ve had clients voice space concerns, but that may be a thing of the past now that Dropbox for Buxiness is rolling out “Project Infinite” (and they’ve had selective sync for a while). Local sync can lead to versioning issues (not just for Dropbox for Business). Cost is approximately $9/user/month for qualified nonprofits. Must have a minimum of five accounts. Can be a bear to migrate into. The only way is to sync, Question came in during registration about we need to collaborate in subfolders and not share the parent folder. Question came in during registration about How does Dropbox provide integration with an Active Directory structure to manage users and permissions? Question came in during registration about Are there featuresto prevent conflicting copies of files? Question came in during registration about Is it possible to have larger thumbnails for images on Dropbox? Cursory googling suggests not. Question came in during registration about Is there a streamlined user friendly tutorial for using Dropbox in school settings ( for faculty, staff, students)? Cursory googling finds some colleges have made their tutorials available publicly, but they don’t look particularly school-focused. Dropbox for Business:, Team folder, Centralized billing, Account Transfer Tool, HIPAA compliance, better logging, Groups, unlimited storage, unlimited file recovery, unlimited version history, chat and phone support
Johanny Let's review now those alternatives to SP inside the O365 ecosystem. OneDrive for Business is a separate product from OneDrive OneDrive is targeted at consumers and does not have enterprise control capabilities that you get with ODFB. Microsoft OneDrive for Business is available as a stand-alone cloud service as well as bundled within the Microsoft Office 365 ecosystem, or as an extension of SharePoint Server. OneDrive for Business is for your personal files, for sure, but it’s also for files that you are sharing with just a few people on an ad-hoc basis. Like I mentioned It is Part of the Office 365 ecosystem, in fact the backend for ODFB is SharePoint which gives you more granular control.. You can add basic metadata, additional columns, you can add some templates to your "create" documents option… etc. Of course, while doing this you are giving up the simplicity of the tool... Another advantage of this is that it can be integrated with the organization Active Directory. Making it easier to share internally, you can share externally too but you can dissable that option if you want for your entire organization. And as part of of your O365 it is free with non profit subscription and it carries all MS security compliance certifications, redundancy, and availability… Documents stored in ODFB can be sync locally. In fact their synching tool is very good if you are in windows. An improved sync application is available now for Mac OS clients. It works well, I use it, but from time to time I need to resync my contents. It has gotten a lot better though. And to be fair, I mainly work from a browser and access my SP doc libraries and 1drive account this way… so i dont use it very often. It integrates Seamlessly with the office suite It allows for all of those bells and whistles we mentioned Co-authoring Searching -and discovery with delve Online editing One thing to look out for is central management of permissions and access control. You can share your documents very easily inside and outside your organization but there is no way to central manage or administer all of this. You can do it with 3rd party tools... But That adds to your cost...And.. It has limitations in the number of files that users can store in a single account (I think it is 20,000), and in its ability to handle large files. Recently MS has moved that limit from 2gb to 10gb.
Johanny and lastly... Microsoft recently introduced a new “feature” to its office 365 solution… Office 365 groups... This is not a new piece or add-on technology... MS is focusing less and less in the technology and focusing mainly in the user experience.. If you take a look at your 1drive for business link what it is -is just a document library –the url link points to a sharepoint site...Groups is the same thing... What O365 groups is –is just a SP Team Site... This is MS responding to the user experience.. Nowadays isvery easy for the different departments to spin up any solution like the ones we just mention.. dropbox... A google drive account... And use it among themselves to collaborate… well what MS said to that is... Well, We can provide something like that too... A solution any user can deploy... And whoala just like that it will give the users a document library, a onenote notebook for your group to keep notes..., a conversations platform... Kind of an email group but keeping all of those conversations in one single place, you can share externally if you want, you can control who belongs to this group and have access to the content you are posting... You can have a calendar to keep any dates related to a project you are working on.. And you have the ability to add additional apps like tasks.. Etc... You have all the bells and whistles you get with 1 drive for business and more.... Oh yes, and you can search for all of this content, as part of the enterprise search engine, and you can surface your content with delve... The downside… It is a Half baked product… still not for prime use in my opinion... There is still some work to do with permissions management... Like if you want to share a group library with your ED but she does not want to be part of the group... At the moment you can’t do that... well you can but only if you break the inherit permissions and God knows what implications that can have if you do that, i am getting too technical now but the bottom line is not for prime time yet ... Definetelymore learning to do with groups... Also.. There is No centralized management And Governance is definetely an issue –groups at the moment Can be created by anyone in the organization by default… there is a tricky powershell command that we can apply to Office 365 to turn this on... But by default is on! And that’s a problem... In my opinion. and now to close Steve I know you have a some statements to make before we conclude... ---
Steve Magic Quadrant for Enterprise File Synchronization and Sharing 22 July 2015 | ID:G00268445 Analyst(s): Monica Basso, Charles Smulders, Jeffrey Mann Strategic Planning Assumptions By 2018, any ECM, collaboration, MFT, backup and recovery, storage, and EMM offerings will embed natively basic EFSS features. By 2018, any EFSS deployment will require back-end integration with multiple content repositories, federation and management, and data governance capabilities. By 2018, less than 10% of today's stand-alone EFSS offerings will exist. A lot of that loss is player’s consolidating or going under, but also being absorbed into larger ECM’s.
Johan
Johan
Are there alternatives to SharePoint that are similarly well-integrated with office tools but more user friendly and intuitive? OneDrive for Business. Office 365 Groups. Box is pretty good. How/in what ways does file storage of images factor into a cloud-platform decision? Platform suggestions for images (only)? If image storage is a desire, you want to anticipate needing a lot of storage, large max file transfer limit, and good meta data tagging system. And MAYBE a trajectory that includes investments in machine learning (MS or Google or Amazon) Platform suggestions for Digital Asset Management is a great question, but outside our expertise. I found http://www.proofhq.com/blog-marketing/dam-apps-for-marketers-007485/ but don’t know the credibility of the article. I worry that cursory googling might turn up more consumer grade than enterprise grade DAM’s. Whether we should retain local server for large files. We’ve really shifted our focus away from thinking of Cloud-based document management platforms as being primarily driven by replacing local servers. It’s a nice secondary benefit, but we’d rather focus cloud document usage on the document usage. What are best security practices for dropbox? google drive? Specific security practices for Dropbox and Google Drive are mostly beyond scope of preso, but ideas include enabling 2-factor authentication (possible on both platforms), enable AD sync on Google (can’t on D4B without 3rd party). Encourage users to expire links and password protect links. Notable: native D4B user passwords don’t allow pw expiration. What is the evolution and trend for DMS (Data Management System)? It’s the future for smaller organizations that until now *just* stored docs on file servers. One trend we anticipate is DMS going away from documents as a primary emphasis. Gartner anticipates the simple Enterprise File Sync and Share (EFSS) space getting subsumed by DMS. Where is the best place to store data that must be retained legally, like HR (tax/benefits) and accounting (audits/reports/tax)? Any good EFSS system should suffice. 3rd party backups would be nice in all cases, but esp. sync solutions.

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Community IT June 2016 Webinar - Dropbox and Other Alternatives

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