Sharon Malloch

Sharon Malloch
Sharon Malloch is the Product Marketing Manager for OpenText eDOCS and Specialty Technologies

ECM that Works the Way You Do – Announcing eDOCS 16.1

eDocs

It’s here and it’s shipping! OpenText is pleased to launch eDOCS 16.1 – overflowing with innovations for an increasingly secure, flexible work environment that ‘works the way you do’. The release reflects our continued pursuit of secure, easy ECM. Innovations provide greater protection against security threats and data breaches, while helping you meet the needs of your changing workforce and their desire for easier, faster access to information and more flexible ways of sharing and collaborating. Flexible and Intuitive eDOCS 16.1 includes a host of functionality for more a more flexible and intuitive work environment – such as FlexFolders to view content based on preferences and re-inherit security and metadata when moving documents between folders, Desktop Sync and Save to synchronize content between a DM folder or workspace and your local drive, targeted records search to constrain a search within a specific file part for faster results, and responsive webtop design to optimize the user experience across devices. Increased Security and Collaboration eDOCS 16.1 also introduces new layers of security and easy ways of adding it, including single-click document security and metadata “look up” security (native ethical walls). For improved sharing and collaboration, Shared Workspaces let you create, secure, and share a workspace with others in eDOCS DM, and integration with OpenText™ Core provides easy, secure content sharing with external parties via the cloud. Streamlined Administration Ease of administration is critical for organizations looking to do more with less. With 16.1 we’ve incorporated library maintenance, FlexFolder administration, and management of client settings into the DM Management Studio. This provides streamlined administration of on-premises or private cloud deployments within a single application. Curious to learn more? View our slideshare presentation, watch our 16.1 Preview Video, visit our microsite, or contact us for a demo at eDOCSinfo@opentext.com.

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A Duty to Safeguard Client Content

safeguard client content

We’ve all read the headlines. Security breaches continue to shock us for their magnitude and reach—from reports on hacking of Democratic National Convention (DNC) email servers during the 2016 presidential election; to the reported theft of more than 1 billion Yahoo account holders in December. The impact of a breach can be significant. And, not just for the clients—whose loss of personal information can make them vulnerable to financial loss—but also for the organizations who have failed to safeguard that information. A Measured, Disciplined Approach Digital security is complex and requires a multi-pronged approach. One part of this approach is provided by Enterprise Content Management (ECM), which many consider a “must have”—a foundational technology to safeguard sensitive digital content, while ensuring it remains readily accessible for day-to-day operations. At the core of every ECM solution is a Document Management repository—providing a secure home and a structured approach for saving, managing, and governing digital content. Content in the repository is protected by system-wide security and varying levels of more granular security. The ability to securely access content anytime, anywhere by mobile devices is key, as is the ability to check out and securely share content externally in the cloud. User Adoption is Essential Solutions for securing content are only as good those who use them—and many choose not to. Hyperion Research tells us that in the average ECM-enabled legal organization, for example, only 70 percent of users actually use the system. The rest store content however and wherever they like—on desktops, in file shares, in unsanctioned, poorly secured cloud file-sharing repositories. Ethical Reasons to Safeguard Client Content Everyone gravitates to what is easy; to the path of least resistance. In the end, however, the decision to safeguard client content can be considered an ethical or moral one. Lawyers, in particular—regardless of whether they are employed by law firms, in government, or in legal departments of organizations across varying industries—have a professional duty to safeguard client content or “property”. The American Bar Association, for example, requires that lawyers safeguard client property in their possession by holding it separate from their own property to prevent co-mingling (ABA, section 1.15). It is generally accepted that files and documents belong to the client, not the firm. In addition, lawyers must maintain client property in a way that is not only secure, but also readily available and retrievable over time. Complying with Regulatory Requirements ECM solutions are purpose-built to meet these fiduciary requirements, as well as applicable regulatory requirements—and not just for legal, but for firms in many industries. If employees don’t effectively maintain client information they may compromise ethical obligations to safeguard client property and also increase their firm’s exposure to compliance risk. In the end, those firms will have a tough time demonstrating compliance with HIPAA. They’ll have difficulty securing documents in compliance with ISO 27001, Sarbanes-Oxley (SOX), and countless other regulations. Client information is a valuable commodity and a growing target for theft. Hacking techniques are constantly evolving. Regulations are growing to protect that information. We all have an obligation to ensure the safe, secure management of client information, and with ECM solutions like eDOCS, securing content is not only possible, but easier than ever. More information is available here.

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Resist the Dark Side—Govern Cloud Content, You Must

Cloud content

Everyone knows that cloud and mobile platforms are game changers, offering a long list of benefits. At the top of the list is improved sharing and collaboration. Knowledge workers have always looked for better, faster ways to share and collaborate. It should come as no surprise that they have readily adopted Microsoft® SharePoint®, Microsoft® SharePoint® Online, and other cloud-based repositories. In recent years, users have been moving more and more of their work processes away from their on-premises Enterprise Content Management (ECM) system and into these online applications. According to AIIM (Association for Information and Image Management), as many as 30 percent of users already use “unofficial cloud file-sharing tools” in the workplace. Unfortunately, there is a dark side—at least in terms of security and governance. While these online applications excel for their easy-to-use portal interfaces, they generally lack robust document and records management capabilities. As described by AIIM, this “renegade approach to information sharing completely blindsides the organization—the information now resides outside of all governance, permission and security systems, and quite literally has gone AWOL.” Limited Support for 100% Cloud ECM While the move to the cloud is a near certainty—the benefits are simply too hard to pass up—it is also becoming clear not all content will migrate there in the near future. Many organizations are simply not comfortable moving highly sensitive ECM content at this point. In a 2016 AIIM study about cloud and mobility, less than 20 percent of information management stakeholders believe 100 percent cloud ECM is suitable for their operations. Security and reliability are their primary concerns. Not only do these systems contain proprietary information, but in many cases business processes and third-party integrations are built on top of them—applications that are critical to everyday operations. Balancing the Opposing Needs of Stakeholders It’s a balancing act. Knowledge workers want faster, easier ways of working. And they are willing to bypass restrictive corporate policies to get things done. Those charged with managing risk and security, however, want content securely governed on premises. What is the best way forward? The best approach is to provide tools that do not restrict users—yet provide the level of security and reduced risk the organization needs. Hybrid ECM: Best of Both Worlds Hybrid ECM is an excellent and increasingly acceptable option. In the same 2016 AIIM study mentioned above, the majority of respondents viewed Hybrid ECM as offering the best of both worlds. The entire organization benefits from using the on-premises ECM system for securing, managing, and archiving sensitive enterprise content—and also using a cloud-based application like Microsoft SharePoint Online, for example, to enable easier sharing and collaboration with outside partners and vendors. Synchronization is Key Synchronization technologies are integral to any Hybrid ECM solution. They integrate the cloud-based file-sharing application with the on-premises ECM application and automatically move or copy content to ensure governance. Here are some typical scenarios: Archiving—content is moved from the cloud/SharePoint into the on-premises ECM system for governance and archiving Publishing—content is moved from the on-premises ECM system into the cloud/SharePoint for publishing Synchronization—when content is duplicated in more than one location, synchronization ensures changes in either location are applied to both At the end of the day, the best solution requires little or no effort from the end user. It works seamlessly to support the use of cloud-based sharing repositories while minimizing the dark side—the proliferation of unintegrated, ungoverned content and its risk to the organization. OpenText™ eDOCS offers automated, easy-to-use tools for synchronizing content into your DM. As part of the eDOCS solution, synchronization capabilities are available through eDOCS DM as well as through our SharePoint Integration module. To learn more, visit our microsite.

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Content Chaos Holding You Down? Cut the Ropes

Hot air balloons, with their bold colors and incredible designs, are beautiful even when tethered to the ground. But, their real glory isn’t realized until they launch — soaring unbound into the sky. Tethered, they are beautiful, but soaring they are magnificent. In a similar way, some organizations possess incredible potential, but remain tethered. What holds them down? Many are overwhelmed by content chaos. This occurs as growing volumes of information become scattered throughout their organization in shared drives, intranets, extranets, cloud repositories, or stored on desktops. Unintegrated, unsecured, and unindexed — their information becomes difficult to find and use. Sound familiar? If this scenario sounds familiar, you’re not alone. Many organizations today battle content chaos, as cited in these statistics: On average, 35–50 percent of the information available within an enterprise is not centrally stored or indexed. Today’s knowledge worker spends 1.8 hours a day, almost 20 percent of their work week, searching for documents. They cannot find what they are looking for 15 percent of the time. Not being able to find documents they know exist (82 percent) and version control (78 percent) are listed as the most frustrating document problems. Seventy-three percent admit half of their content probably has no business value, but they don’t know which half. As a result, 32 percent have a “keep everything” approach to deletion. One in five organizations are spending more than 25 percent of their IT budget adding and maintaining storage. The average is 16 percent. Clearly, these organizations are constrained and hindered by content that has grown scattered and unruly. The significant and growing costs related to content chaos are well documented — from productivity loss, increasing and expensive storage, to non-compliance penalties and more. The solution? Well-managed information not only reduces these costs, but also gives the organization a competitive edge. The Potential of Well-Managed Information Business leaders are realizing that the increasing supply and availability of information can (and must) be used for competitive advantage, value generation, and transformation. A recent study found that 95 percent of organizations correlate strong information management with business success. To unlock the value of information, however, it must exist in a state of control — centralized, organized, easy to find, the latest version, accessible to those who need it, and to no one else. Controlled information is easy to locate and use. It flows seamlessly across business processes and workflows, satisfying customers, completing transactions, driving revenue. It can be shared easily and securely. It can be harvested for customer, market, and operational insights. The time has come to control and leverage your information — and keep up with those who do. Get Started Cutting those Ropes. Enterprise Content Management (ECM) solutions bring structure and control to fast growing libraries of information. At the foundation of every ECM solution is a Document Management repository into which your valuable information is saved—ensuring it is managed, secured, and easily accessible. As a leading ECM solution for the Windows desktop, OpenText™ eDOCS boasts industry-leading user adoption levels by offering intuitive, easy-to-use methods for managing information. eDOCS has thousands of unique customers, millions of users worldwide, and is backed by an extensive support and partner network. It can be deployed on premises, in a private cloud, or hybrid. Visit our eDOCS microsite to learn more. Hear from customers who have taken charge of their content chaos, cut the ropes, and started maximizing their business potential.

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Fighting the ROT in your Company with Information Governance

It’s there, lurking beneath the scaffolding of every organization. It is growing, spreading out of control. And, companies are paying dearly to keep it. It’s ROT—information that is redundant, obsolete, and trivial. The battle with ROT is a common challenge in today’s business environment, given the explosion of information and the failure of many organizations to properly classify and manage it. In a recent AIIM survey, respondents provide some interesting insights: Two-thirds say their content is growing annually at a rate of 30% or more. The average estimate is 35%. Thirteen percent (13%) of respondents store over one petabyte of data. Only 7% delete information based on its business value. Seventy-three percent (73%) admit half of their content probably has no business value, but they don’t know which half. Thirty-two percent (32%) have a “keep everything” approach to deletion. One in five spend more than 25% of their IT budget adding and maintaining storage. The average is 16%. Companies are unable to address ROT in their organization because they can’t identify it. They can’t distinguish the good information from the bad. As a result, the ROT continues to grow and costs continue to accumulate. Poorly managed information hurts the business on many fronts. It’s not just the cost of maintaining exploding volumes of information. It is the damage to productivity and customer service that occurs when employees can’t find the information they need to do their job. It is the failure to manage and secure information in compliance with regulation and the increased risk posed in terms of non-compliance, security breaches, and lost business. Progressive organizations are formalizing their records policies and looking to Records Management (RM) systems to protect, organize, and manage the entire lifecycle of their critical content. Solutions such as OpenText™ Records Management, eDOCS Edition (eDOCS RM) eliminate redundant information of all types, reduce time spent locating records, and mitigate the risk of litigation, fines, and other penalties. eDOCS RM provides a completely secure, feature-rich records management solution from within the eDOCS DM library and integrates seamlessly with other products in the OpenText™ eDOCS Solution. Together, they provide effective and easy-to-use capabilities for electronic filing, managing information assets deemed to have value, and eliminating ROT within the organization.  

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Call Security! Addressing Internal and External Breaches at Legal Firms

Data breaches don’t just affect banks and retailers, legal organizations are being hacked too. While legal organizations aren’t required to disclose cybercrimes, it is estimated that 80 of the 100 biggest law firms have experienced some sort of data breach since 2011. And legal firms remain an attractive target. Citigroup’s Cyber Intelligence Unit warns that legal organizations are at high risk for data breaches because they deal with highly valuable matters such as mergers and acquisitions and patent applications. In addition, digital security at many law firms, despite improvements, generally remains below the standards for other industries. The role of the legal security professional is expanding in scope and complexity, out of sheer necessity. Security threats emanate from many directions—both internal and external. And while security issues range from malware to various forms of external hacking, it’s interesting to note that ‘staff’ are considered the most likely source of a security breach. Staff leaving the firm, for example, may attempt to print or download client information, matter files, or other valuable records. Faced with this scenario, over one third of organizations have no way to detect or prevent an internal leak before it occurs or to pinpoint those responsible. And for 60% of these organizations, a security leak of this nature would have high impact; for 13% it would be disastrous. The consequences of a data breach can be severe—from reputational damage and lost business, to hefty fines that can reach into the millions. Given today’s technology landscape, legal firms must take action to protect themselves. This means not only monitoring for internal breaches, but also addressing external security vulnerabilities introduced by the growing use of consumer technologies. Cloud, mobile, and social technologies increase the complexity of data security and expand the volumes and varieties of content that need to be managed and secured. Unfortunately, while legal organizations want to protect all their information from every possible risk, this does not mesh well with the nature of today’s business operations. Information flows in and out of firms at a rapid pace, often engaging multiple processes and applications along the way. Communications are highly interactive and stem from a variety of sources. Here in lies the dilemma. The challenge in today’s business environment is to balance the benefits of freely flowing information with the potential risk of theft—to provide a security framework that offers high levels of protection without stifling the needs of individuals or the agility of processes. Solutions like OpenText eDOCS help legal and other highly regulated organizations strike this balance. Security measures are at the foundation of each product module, so users can rest assured their mission-critical information is managed and secure, yet easily accessible. eDOCS also offers specific security modules for more targeted activities. Guardian for eDOCS monitors the document repository usage, reports on excessive end user activities, and prevents information security leaks from inside the organization. Wireless DMS for eDOCS enables legal professionals to access their document repository confidently, while on the go, in ways that are both flexible and highly secure. To learn more about eDOCS security, visit our website or contact us.

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Addressing The Challenges Of User Adoption

In a perfect world, legal and highly regulated organizations have 100 percent of their content safely stored, secured, and governed by their document management system (DMS). Information can be located instantly, as needed for day-to-day operations, and it is stored in compliance with regulation and according to records policies to reduce risk. While 100 percent is the ideal, it is not the reality. A recent report by analyst firm Hyperion Research tells us that in the average ECM-enabled legal organization, only 70 percent of users actually use the system. In addition, nearly two thirds of legal organizations have less than half of their total institutional content captured in their DM, and for the single largest group responding, total capture sits at 10 percent or less. This situation is hard to fathom given the stringent regulations overseeing the management of legal matter and the consequences for failure—from reputational damage, to disgruntled clients, to hefty fines that can reach into the millions. Given these risks, why are documents not saved? According to Hyperion, the most common obstacles to user adoption include: • Reluctance of attorneys to use the system (44%), • Difficulty searching for and retrieving documents (30%), and • Poor integration with how users work (24%) Instead of using their DM, attorneys opt to save and share documents in ways they find more convenient and easy to use—from shared drives to cloud-based document repositories, and more. This scenario is concerning. Content stored in “silos” across the organization is difficult to manage, secure, and locate when needed. Unintegrated and unmanaged content increases the organizations’ risk exposure and can negatively impact its efficiency, productivity, and profitability. User adoption is a critical issue for legal firms and finding a solution is important. Hyperion concludes that effective systems should be so simple, intuitive, and tightly integrated with how users work that no one gives it a second thought. In their report, Hyperion evaluates 23 ECM solutions and cites OpenText eDOCS as having among the highest user adoption rates, based on data collected from customers. Naturally, we are incredibly proud of these results and committed to continual innovation in this area. In 2014, we launched an initiative to completely “reinvent and reimagine” our document management system—the foundation of our eDOCS Suite—to deliver superior ease of use. The results are reflected in OpenText™ Document Management, eDOCS Edition, affectionately known as eDOCS DM 10. The new DM 10 webtop delivers a simplified, intuitive user experience that works the way users do. Commonly performed tasks are streamlined to reduce clicks and help users do more, faster, and with reduced effort. Even the user administration tasks are simplified and streamlined to make system deployment, management, and maintenance more efficient and cost-effective. To learn more about our “reinvented and reimagined” eDOCS DM 10, watch our on-demand webinar or contact us. The full Hyperion report is also available for download on the Hyperion website, and the eDOCS summary is available here.  

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Boosting Productivity With Secure Mobile Access to Content

Legal and highly regulated organizations are always looking to boost their productivity, and mobile technologies fit the bill. Smartphones and tablets give attorneys increased flexibility to work anytime, anywhere—from home, from a client’s office, or while visiting court. Mobile devices are a boon to productivity and legal professionals have been quick to adopt them. Hyperion Research tells us more than 91 percent of legal organizations support mobile devices in some way, with law firms most actively adopting them (76 percent) and corporate legal departments lagging slightly behind. In addition, Hyperion identifies mobile access to ECM systems as a growing and important trend. In a recent report, Hyperion evaluated 23 ECM solutions for the legal market, identified six advanced ECM solutions, and reported that each advanced solution vendor provides some level of wireless access to their system, whether through a browser interface or an app. The benefits of this wireless extensibility, however, are tempered by serious concerns about security and control. How can administrators enforce content policy for remote devices? Are mobile devices intermixing personal and business content—and is this a security concern? What happens if the user’s device is lost or stolen—is content in the ECM system vulnerable to theft? According to Hyperion, 80 percent of legal organizations cite security as a major obstacle to offering their users wireless access. While all six Advanced Solutions in the Hyperion report offer mobile access to their system, OpenText eDOCS is specially recognized as ‘Highly Innovative’ in the area of mobile security. OpenText addresses security concerns with mobile device management (MDM) software that “containerizes” or “wraps” the ECM system environment on the wireless device, and allows the IT administrator to implement key security measures: • Setting permissions and access controls dictating what a user can and cannot do on the device • Setting passwords, encryption keys or other authentication requirements • Physically limiting where on the device documents can live and remain • Wiping the wireless device if it is lost or stolen Mobile access to content brings such value to legal professionals, we can conclude its here to stay—a permanent addition to the legal IT landscape. With advances in mobile security, legal organizations no longer need to trade-off mobility and security. With MDM software, OpenText Wireless DMS for eDOCS enables legal professionals to access their document repository confidently, while on the go, in ways that are both flexible and secure. The full report “Hyperion MarketView Report: Enterprise Content Management for Legal” is available for download on the Hyperion website, and the eDOCS summary is available here. To learn more about Wireless DMS for eDOCS, visit our website.

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Hyperion Research Cites OpenText eDOCS as an Advanced Solution Provider for Legal

I’m pleased to announce OpenText eDOCS has received esteemed ‘Advanced Solution’ designation from analyst firm Hyperion Research, including special recognitions of Market Leader and Highly Innovative in a number of key capability areas for Enterprise Content Management (ECM) solutions. Naturally, we are thrilled with this accolade from such a respected source in the legal community. And, our pleasure is compounded by how they define an Advanced Solution provider. Not only does an advanced vendor have strong market share, financial stability, a consistent flow of enhancements, and a strong record of client satisfaction, but they also demonstrate “significant strength in both product functionality and overall solution capabilities”. This last point is weighty when you consider the seismic impact digital technologies have had on the legal profession of late and the extent to which their information needs have evolved and expanded. • Over 65 percent of legal organizations manage more than 1 million documents each, with volumes that are growing at approximately 30 percent annually. • Email volumes are exploding and will eclipse document volumes in the next few years. • Matter content has expanded to include a variety of new file types (rich media, audio and video content, and more). • Content is stored in “silos” across the organization on shared drives, Microsoft SharePoint sites, and in cloud-based document repositories. • Two thirds of legal organizations report that less than half of their total content is captured by their DM. This unwieldy situation is pushing many legal organizations to the point of inefficiency and making them vulnerable to security and compliance risk. Technologies for ensuring integrated, managed, secure, and easy-to-access content remain critical. But it’s not doom and gloom, not in the slightest. These same technologies also offer incredible opportunities to make legal operations more flexible, efficient, productive, and profitable. • Mobile access to matter-centric content can bring increased flexibility and productivity to your legal staff. • Analytic technologies offer business intelligence to improve your processes, better serve your customers, and grow your business. • Digital business processes not only reduce the cost of managing paper, but streamline operations ensuring the correct version of content is routed, securely maintained on file, easily accessed, and disposed of in accordance with records policies. • Tight integration with third-party applications allows information to flow across the organization while governed and secure. According to Hyperion, these expanded capabilities are critical to information management and “legal organizations are actively seeking solutions that directly address these historical deficiencies in integrated approaches.” The information management needs of legal organizations are changing. Systems once deployed to create a secure and efficient home for company information must now evolve to address the challenges and opportunities of the digital world. They must provide the legal profession with a complete, innovative, and integrated set of capabilities to manage, govern, and harness their matter-centric content to better serve clients and bring full value to business operations. eDOCS is pleased to be recognized by Hyperion as an Advanced Solution provider with “product functionality and overall solution capabilities” that address the evolving needs of the legal industry and help legal professionals respond to the challenges and opportunities presented by the digital world. The full report is available for download on the Hyperion website, and the eDOCS summary is available here. For more information, visit our web content or contact us.

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