Traditional edocs Implementation

Transcription

1 Content Management Solutions On The Go: Providing Mobile Access to OpenText edocs DM #OPEN2 Paul C. Wittekind Porzio, Bromberg & Newman, P.C. Traditional edocs Implementation Corral content into a single repository Eliminate Balkanization of information previously scattered firm-wide Command and control ecosystem Limited points of access Well-suited to traditional legal workflow processes The edocs Holy Grail Office Documents Graphics and Drawings edocs DM Information Items Scanned Documents Multimedia and voic 1

2 Is Central Planning Still Relevant? Risk management and compliance benefits Business continuity efficiencies Deliver improved client value and service leverage work product and matter experience Control escalating costs associated with noncentralized data storage The Sum of Your Users Fears Items traditionally available remotely now are not not stored in Outlook = not accessible Previously accessed on BlackBerry, iphone, Android Not accessible via Outlook Web Access Unified messaging = voic not accessible What are you taking from me next? Darned if I m going to use that filing suite Drivers for Mobile Access to edocs Strategic consolidation of content Adoption imperiled by perception that it reduces access to s Users wedded to smartphone containing s from prior days (or longer) All initiatives now must be mobile-friendly Raised expectations smartphone paradox Mobile access has raised the bar for all types of content 2

3 Drivers for Mobile Access to edocs Business Improved client service and responsiveness to requests Reduced demands upon administrative personnel Reduced loss of billable hours More time available for client- / customer-focused tasks Competitive advantage edocs Access Tactical Benefits Smartphones and tablets becoming the primary tools to access enterprise content during nonbusiness hours Meet clients off-hours requests using the mobile devices that your users prefer (and buy) Review, edit, and forward enterprise content from any location at any time Reduction in off-hours administrative expenses edocs Access DRFs with Benefits Why mandate use of.drf files when sharing content internally? Ensures all edits captured in the DMS Reduces risk of lost edits caused by Outlook 2007 s storage of attachments in temporary files that are deleted Outlook 2010 resolves issue 3

4 edocs Access DRFs with Benefits Inability to view/edit.drf references in attachments on mobile devices full documents attached to s Increased loss of edits and work product Users resistant to sending document references unless they can be accessed on mobile devices What Do Your Users Get? Access to all edocs content Recent edits Profile and content (full-text) searches Quick Searches Ability to unlock items View, download, and edit edocs content documents The Old Guard 4

5 The New Kids on the Block Tear Down that Wall Matrix Logic Wireless Document Management Suite (WDMS) BlackBerry ( traditional device for law firms) iphone ipad Microbrowser (Android, Windows Mobile) BlackBerry Playbook (August 2011 release) Citrix Receiver for ipad, Android, other tablets Selecting the Mobile Solution Smartphone and tablet policies Devices provided (and to whom) Devices supported access policies Tolerance for potential exposure of content Security policies Ease of access to content Cost 5

6 BlackBerry only Access Policies Wireless DMS client for BlackBerry Search, edit, , unlock edocs content iphone, ipad, and Androids Native integration with Exchange? Can edit documents attached to s Sandboxed solution (e.g., Good for Enterprise) No direct editing of attachments Risk Tolerance / Security Policies Citrix Receiver Most secure No device wiping concerns All content security mechanisms remain in place (metadata cleansing, audit trails) BlackBerry (BES) Content can be downloaded via the WDMS client Entire device can be wiped centrally Risk Tolerance / Security Policies iphone, ipad, Android Content can be downloaded via WDMS client WDMS cannot remotely wipe downloaded content Firm policy on wiping a device Entire device vs. selected content Firm-provided vs. user-provided device Can be governed by type of device connection allowed (ActiveSync vs. Good) 6

7 Content Security Access to edocs content on mobile devices bypasses desktop- and Citrix-based protection Metadata, tracked changes, comments and notes May require installation of server-based solution Downloaded content can be ed to personal accounts Are these risks truly greater than others (e.g., flash drives)? Reduce temptation of file syncing services Citrix on tablets User Satisfaction Potentially more cumbersome to edit edocs content than with native tablet apps Lengthier logon process Familiar applications no learning curve WDMS client Rapid access to edocs content quick response to client needs Items edited in unfamiliar applications Citrix Receiver The CFO s Question Minimal expense if current with Citrix software BlackBerry WDMS client expense; Documents To Go native to device ipad (and tablets) WDMS client expense Editing app (Documents To Go, Office 2 HD, Pages) 7

8 What Did Porzio Do? BlackBerry current firm-provided/paid standard Device refresh Q1/Q Wireless DMS client Native Documents To Go Citrix Receiver available (rarely used) What Did Porzio Do? ipad, iphone, Android Firm supports personal devices but does not pay Strong password required; 10 attempts allowed (ios 4.x) Wireless DMS client Firm-provided editing app (Documents To Go) Good for Enterprise (with remote wipe) Citrix Receiver; RSA token app WDMS for edocs BlackBerry 8

9 WDMS for edocs BlackBerry WDMS for edocs BlackBerry WDMS for edocs BlackBerry 9

10 WDMS for edocs BlackBerry View = View Open = View then Download Send = WDMS for edocs BlackBerry WDMS for edocs BlackBerry 10

11 WDMS for edocs BlackBerry WDMS for ipad Main Screen WDMS for ipad Recently-Edited 11

12 WDMS for ipad Recent s WDMS for ipad History WDMS for ipad Mail 12

13 WDMS for ipad Full-Text Search WDMS for ipad Profile Search WDMS for ipad Downloads 13

14 8/6/2011 WDMS for ipad Download Delete WDMS for ipad Open WDMS for ipad Documents To Go 14

15 8/6/2011 WDMS for ipad Documents to Go Technical Considerations - BlackBerry Wireless DMS for BlackBerry Installed via an containing an internal link to the wireless device server Also can provide a publicly-accessible web address (secure because the actual connection goes through the BES) Technical Considerations - General Firewall Provide the publicly-accessible location in the DMZ and have it then talk internally maximizes security SSL can be implemented Personal BlackBerry devices No special configuration because client is BESdriven 15

16 8/6/2011 Technical Considerations - General Mixed DOCS Open / edocs environments No special configuration required DOCS Open users do not see Recent Edits on initial screen Technical Considerations WDMS Server Interacts with multiple systems edocs, Exchange, BES, IIS, Firewall, and Public DNS Exchange administrator needs to be closely involved Technical Considerations WDMS Server SMTP relay server setting on the Exchange server Firms without an internal gateway between Exchange and the Internet may have to exercise caution to ensure that the Exchange server does not appear as an open relay 16