At Air France-KLM, we’re one of the global leaders in international air transport. Through our subsidiaries Air France, KLM Royal Dutch Airlines, and Transavia, we offer passenger services, cargo transport, and aircraft maintenance flights to over 300 destinations.
To transport our 83 million passengers a year, it’s vital that we keep our modern fleet of 522 aircraft in top condition. Commercial aviation is one of the safest ways to travel for a very good reason; like all leading global airlines, Air France-KLM follows rigorous and tightly regulated inspection and maintenance processes for all aircraft and airside equipment.
Maintaining a world-class fleet
Our aircraft are made up of thousands of individual components, each of which requires planned as well as unplanned maintenance. Every asset inspection and repair we carry out is associated with documentation: maintenance manuals and tech logs, work instructions, engineering drawings, and much more. With reference to these documents, our mechanics and engineers can perform their duties safely, efficiently, and accurately.
For many years, all our documents were printed on paper, and our teams relied on hundreds of thousands of hard copies to do their work. New maintenance processes and airworthiness directives are released all the time—and with so many paper copies, it was a major effort to keep our records up to date. What’s more, the cost of storing all these paper documents was climbing and climbing every year. We knew we needed a different approach.
Driving digital transformation
That’s where our journey with OpenText™ began. Working together, we switched from paper records to digital documents, managed securely and efficiently in OpenText™ Documentum™. For more than two decades, Documentum has acted as the single source of truth for all our maintenance and engineering content—including data from industry vendors such as Airbus, Boeing, and General Electric.
Today, 15,000 employees across the business rely on data in Documentum to perform their day-to-day work. For our aircraft engineers particularly, the solution had a massive impact on efficiency. Gone are the days of leafing through filing cabinets to find vital maintenance information—today, all the information they need is right at their fingertips. They simply enter a part number into Documentum, and they can navigate to the associated records immediately.
We operate in a highly regulated industry, which makes OpenText the perfect fit for our compliance needs. The solution offers a watertight audit trial for every user action, helping us to demonstrate to our regulators that we are following the proper procedures for our maintenance activities.
Soaring into cloud
Documentum is such an important solution for our business that we continuously invest in extending and enhancing its capabilities. Over the years, we’ve integrated Documentum with our core business systems, including SAP® ERP and Salesforce®. One of our most recent projects was deploying Documentum D2 SmartView—a modern user experience that empowers our employees with personalized workspaces that make it even faster and easier to find the data they need. With some features still pending, we continue to partner with OpenText to help drive product roadmaps.
At the moment, we’re planning our next big Documentum project—a move to the cloud. By bringing the solution to Azure, we’ll unlock all the familiar benefits of cloud: easier management and maintenance, lower infrastructure costs, and tighter information security. As an early adopter, Professional Services is helping us navigate vulnerabilities as we containerize in Azure.
Exciting news! OpenText Project and Portfolio Management (PPM) achieved FedRAMP Ready and is currently FedRAMP in Process–plus it’s available on the FedRAMP Marketplace in the OpenText IT Management Platform (ITMX) package. This means PPM On-Cloud can easily be adopted by government agencies. The OpenText ITMX Platform featuring Service & Asset Management, Universal Discovery, CMDB, and Project & Portfolio Management is in the final stage of FedRAMP certification.
Organize, integrate, and protect data and content as it flows through business processes inside and outside your organization with the OpenText ITMX Platform. With ITMX, government agencies can reduce Tier 1 support, increase IT visibility, and reduce service disruptions, while accelerating application delivery through private generative AI and automation.
OpenText ITMX key capabilities include the following:
Single intuitive self-service portal for IT Service Management, AI-driven support, and a mobile app for empowering users and reducing service desk costs
Codeless configurations, ITIL-certified processes, plus technology-agnostic workflow and process automation to boost IT productivity
Powerful discovery of traditional IT assets and cloud services, change-risk analysis, and IT asset and software license management to reduce risks and control costs
Investment and strategy alignment through a top-down and bottom-up analytics approach to application portfolio and project management
What is FedRAMP?
The Federal Risk and Authorization Management Program (FedRAMP®) is a government-wide program that standardizes the security assessment, authorization, and continuous monitoring of cloud products and services used by federal agencies. FedRAMP certification provides assurance to federal agencies that the cloud services they use meet stringent security standards, thereby helping to protect sensitive government data from cyber threats and unauthorized access.
Why is FedRAMP certification important?
Cloud Service Offerings (CSO) that achieve FedRAMP authorization can be implemented by government agencies with confidence. FedRAMP certification offers several benefits for government agencies:
Enhanced Security: FedRAMP ensures that cloud services meet stringent security standards, protecting sensitive government data from cyber threats and unauthorized access.
Streamlined Procurement: FedRAMP certification streamlines the process of procuring cloud services by providing a standardized framework for security assessment and authorization, reducing duplication of efforts and saving time and resources.
Cost Savings: By leveraging FedRAMP-certified cloud services, government agencies can realize cost savings through reduced infrastructure and maintenance costs, as well as by avoiding the need for individual security assessments.
Facilitate Collaboration: By adhering to common security standards, FedRAMP promotes interoperability among government agencies and facilitates seamless data sharing and collaboration. This enhances efficiency, communication, and decision-making across different departments and agencies.
Compliance Assurance: FedRAMP certification provides assurance that cloud services comply with federal security and privacy regulations, helping government agencies meet their legal and regulatory obligations.
Learn more about OpenText PPM and how it can help government agencies strategically align projects with organizational objectives, optimize resource allocation, mitigate risks, facilitate informed decision-making, measure performance, and govern project portfolios efficiently. Follow us to stay in the loop on the OpenText ITMX Platform’s FedRAMP certification and authorization.
The recent IT leaders CIO MarketPulse survey by Foundry underscores that data must be ready for AI. If it’s not accurate, accessible, and secure, organizations won’t get the desired results. When it comes to the challenges organizations face in implementing AI, respondents listed issues related to data management as the most significant. Since AI relies on data to learn and improve, organizations must ensure their data is accurate, accessible, and secure. They must also build a solid data foundation, including a governance framework, to take full advantage of the benefits of AI.
CIOs are at the forefront of steering their organizations’ journey into the realm of artificial intelligence. A significant majority, 71%, are deeply involved in formulating AI applications, while an even higher percentage, 80%, are actively researching and evaluating potential AI integrations into their technology stack.
The OpenText™ Advantage
For decades, enterprises have turned to OpenText’s information management solutions to organize, connect, govern, and protect all data sets. Artificial Intelligence (AI) requires these foundational data strategies that OpenText is known for. Information management makes data better. And the better the data, the better the AI. From natural language processing to robotics to machine learning, our history of applying AI puts the future within your reach.
Every day, we see the power that excellent information management brings to our customers by connecting users to content and data and super-charging content-rich processes through intelligence and automation. The launch of OpenText™ Aviator brings the power of large language models (LLMs) and generative AI (GenAI) to information management users. At the same time, we must also protect sensitive information and deliver accurate information to the user. OpenText is widely recognized for bringing trusted and secure information governance to customer processes and increasing customers’ security posture.
The OWASP Top 10 for Large Language Model LLM Applications identifies three areas in particular that need to be addressed during the planning and operating phases of populating and accessing Large Language Models (LLMs):
Remove vast amounts of Personally Identifiable Information (PII) in large datasets.
Implement least-privilege access controls to protect LLMs from nefarious modification.
Check for existing vulnerabilities in the LLM model or supply chain.
OpenText™ Voltage Fusion Data Discovery & Protection
Personally Identifiable Information (PII) refers to any data that can be used to identify an individual. Examples include names, mailing addresses, phone numbers, social insurance numbers, and credit card details. When implementing GenAI and training language models (LLMs), businesses face the challenge of accidentally including PII in the training data. If PII is part of the model’s training dataset, it may generate responses to users, potentially leading to data breaches, privacy compromises, and violations of compliance regulations. OpenText Aviator and Voltage Fusion are equipped to help large industry sectors manage their regulatory landscapes, ensuring compliance with sector-specific standards like GDPR, PCI DSS, FCC, and evolving privacy laws.
OpenText Voltage Fusion is a cloud-first data security platform that protects sensitive data, including Personally Identifiable Information (PII). Here’s how it works:
AI-Driven Data Discovery: Voltage Fusion can detect regulated information, such as PII, across unstructured and structured data. This allows it to identify and classify sensitive data across your data estate. Contextually aware, AI-driven grammars reduce false positives and quickly identify high-value assets (e.g., contracts, intellectual property, patents, etc.) and personal or sensitive data types (e.g., PI/ PII, PCI, PHI, etc.).
Data Classification: It goes beyond simple risk scoring by connecting data discovery and classification to the potential monetary and business impact of a data breach or non-compliance. This helps prioritize risk reduction.
Data Protection Technologies: Voltage Fusion replaces manual remediation with automated, privacy-aligned data protection technologies that improve compliance and promote strong data ethics and business growth. It uses privacy-enhancing technologies, including format-preserving encryption, tokenization, hashing, and data masking. Voltage Fusion leverages Voltage SecureData’s industry-leading Format-Preserving Encryption (FPE), Secure Stateless Tokenization (SST) and Format-Preserving Hashing (FPH) technologies.
Test Data Management: Automates the privacy and protection of sensitive production and PII data, preparing it for testing, training, and LLM pipelines.
Masking, Format-Preserving Encryption and Tokenization: These technologies deidentify data to render it useless to attackers while maintaining its usability and referential integrity for data processes, applications, and services.
By implementing these measures, OpenText Voltage Fusion helps to prevent the leakage of PII data, thereby enhancing data security and privacy practices.
OpenText™ NetIQ Identity, Credential, and Access Management (ICAM)
To address the need for least-privilege access to the LLM application, OpenText NetIQ stands as a cornerstone in our Cybersecurity suite, championing identity-based privacy. It offers comprehensive data protection through risk-based adaptive authentication and seamless integration with OpenText Extended Content Management (xECM). A dynamic policy engine, capable of immediate response to organizational shifts during critical stages such as employee transitions, bolsters this integration. Furthermore, our Interset machine learning technology enhances Identity Governance and Administration, employing anomaly detection to elevate the governance risk score. This advanced approach enables proactive policy enforcement, effectively neutralizing threat actors by revoking access at the pivotal point of identity verification.
Training Data Stores Protection:
Safeguard access to training data stores. Unauthorized access could lead to data poisoning, introducing bias into the model.
Implement strict controls to prevent unauthorized modifications or exposure of training data.
LLM Models Access Control:
Control access to LLM models. Limit permissions to authorized personnel.
Properly configured access ensures model integrity and prevents unintended bias in outputs.
Sensitive Data Protection:
Shield sensitive data within training data stores and LLM models.
Robust access controls prevent accidental exposure or misuse of sensitive information.
AI System and Plugin Access:
Define precise permissions for AI systems and plugins interacting with downstream services.
Avoid granting excessive agency to prevent adverse effects on downstream systems.
Conducting security scans against large language models (LLMs) and machine learning models is crucial for several reasons:
Identify Vulnerabilities: Security scans can help identify potential model vulnerabilities. The complexity introduced by machine learning algorithms like language models, which leverage vast volumes of training data, can expose new security vulnerabilities.
Prevent Misuse: LLMs have significantly transformed the landscape of Natural Language Processing (NLP). However, they also introduce critical security and risk considerations1. Security scans can help prevent potential harm caused by misuse of LLMs.
Ensure Trustworthiness: As LLM usage expands and these models become more integrated into various applications and platforms, it’s crucial to address the challenges LLMs pose to ensure the trustworthiness and safety of LLM-driven systems.
Detect Threats: Code scanning will detect threats such as prompt injection, insecure output handling (which can include XSS), and insecure plugin design, which are security issues in AI.
Compliance with Regulations: Security scans can help ensure that using LLMs complies with data privacy regulations and standards.
Future-Proofing: Regular security scans can help keep up with the evolving nature of threats in the digital landscape.
Application Security scans are essential to responsible practices when deploying LLMs and other machine learning models.
Both Fortify Audit Assistant service and Fortify Static Code Analyzer can identify issues that come with the use of generative AI and large language models (LLMs) that are rapidly changing the solution space of the software industry and presenting new risks. The initial Fortify support covers Python projects that consume OpenAI API, Amazon Web Services (AWS), SageMaker, or LangChain. Fortify detects weaknesses resulting from the implicit trust of responses from AI/ML model APIs, plus some unique features around Cross-Site Scripting for applications developed using large language models (LLMs).
The Fortify Audit Assistant service also uses machine learning algorithms based on hundreds of millions of anonymous audit decisions. Using Audit Assistant, These decision models can automatically be applied to OpenText Fortify results. Audit Assistant gets better and better over time. The more you audit your vulnerabilities, the more the models learn what’s appropriate for your projects.
Conclusion
The integration of AI into business processes presents both opportunities and challenges. Accurate, accessible, and secure data is crucial for effective AI implementation. Organizations must establish a robust data governance framework to leverage AI’s full potential. CISOs/CIOs play a pivotal role in this transformation, with a majority actively involved in developing AI applications and exploring new AI integrations. With its long-standing expertise in information management, OpenText provides solutions that enhance data quality—essential for AI success. Their latest offering, OpenText™ Aviator, incorporates large language models and generative AI, empowering users while maintaining a commitment to data protection and governance. This approach positions OpenText as a leader in secure and trusted information management, ready to meet the demands of the AI-driven future.
Written by Gary Freeman, Manager Solution Consulting; Roland Kahl, Senior Solution Consultant; Pedro Garcia, Senior Solution Consultant; and Richard Cabana, Senior Solution Consultant
Many organizations are in the exploratory phases of using Artificial Intelligence (AI). Some of these AIs include machine learning (ML), and natural language processing (NLP) in the AI category, which makes AI more inclusive. Remember, AI has been around for a long time but with different semantics.
The benefits of AI for some industries like healthcare, banking, and telecomm will drive major strategy changes, and the impact will be vast. Developers are eager to build LLMs for their business applications and system integrators are eager to integrate AI into their existing job functions. AI is quickly becoming ubiquitous, which means CISOs must know how to manage, guide, and lead AI’s adoption.
AI trends – what is the role of AI in the security market?
ChatGPT has given a glimpse of GenAI and generated quite a buzz about its astounding progress to the entire world. As per Forbes, the global artificial intelligence market is projected to reach $1.8k billion by 2030.
eMarketer mentioned GenAI adoption will climb to 77.8 million users in the two years following the November 2022 release of ChatGPT, more than doubling the adoption rate of both tablets and smartphones.
PwC found that 14% of enterprises with the adoption of AI and machine learning in product development earn more than 30% of their revenues from fully digital products or services.
Challenges for organizations in adopting AI
While enterprises like to move to adopt AI faster to drive growth, automation, and security, there are a few concerns that CISOs and their enterprises are struggling with.
Visibility – many teams in the organization are using or building AI applications right now, some have the knowledge, resources, and security awareness to do it right, but others don’t.
Uncontrolled LLMs -the AI model is a mixture of instructions and data, and end users usually add further instructions to get any result from that model. Now, a bad actor could change these instructions to let AI produce a biased or wrong response.
Building secure AI applications – creating custom actions with AI workflow needs to be validated from a security perspective, sometime addition of a vulnerable python library in the AI application makes a faulty software supply chain.
Data – there may be no visibility of proprietary data while training models
Security controls – code assistant apps/plugins are impersonating existing roles, so user security controls need to be strict.
Recently, some of the security research team uncovered evidence that users of ChatGPT are being misled into installing malicious open-source software packages that they believe are legitimate. It’s difficult to make predictions, especially about the future. As AI development and usage continue to evolve, the security landscape is bound to evolve with them.
Overall solutions within processes, people, and technology
When it comes to integrating AI into organizational frameworks, the challenges can seem daunting. Yet, the answer to the question “Is it safe to adopt AI?” is a resounding YES! The key lies in implementing the right adoption framework. AI, when harnessed correctly, holds immense potential. Here’s a structured approach to the framework:
Planning As the organization embarks on its AI journey, the first task is to identify the most suitable AI use cases. These use cases should align directly with the desired business outcomes. Without a clear grasp of these mappings, investing in AI technologies might lead to low/no Return on Investment (ROI). Begin by addressing crucial questions such as which use cases yield the greatest business impact, and which ones are viable for AI integration, and so on. The role of a CISO: The CISO collaborates closely with business stakeholders to assess AI use cases, ensuring alignment with security objectives and minimal impact on existing infrastructure.
Strategizing Integrating AI risk management into the overarching security strategy is of paramount importance. Foster a culture of security awareness across the organization by educating employees on potential AI risks and their roles in mitigating them. The role of a CISO: Demand transparency from teams exploring AI. Ensure every level of organization is aware of how the AI works and the rationale behind its decisions. This awareness will help teams to go through the Transformation easily without thinking AI can cut jobs. Engage in open dialogue with stakeholders like developers, legal teams, and business leaders. Share concerns and work together to develop comprehensive risk management strategies. And develop collaborative policies that embrace every department and every level of the organization in comprehensive security controls including data, application, encryption, and permission policies.
Project initiation Every project initiation phase should adhere to qualifying criteria established in the planning stage, based on defined use cases and business outcomes. Criteria may involve assessing if the current technology landscape supports AI implementation and the availability of relevant data points for project delivery. The role of a CISO: The CISO must oversee project governance, ensuring quantifiable milestones are achieved. A “fail fast” approach may be necessary to either pivot from the original plan or proceed to the next viable project.
Project development During AI project or application development, strict adherence to security best practices is crucial. Top security practices that should be used include identifying sensitive data used to train the model and assess the protection requirements, integrating security testing, code review, and vulnerability assessments in development, subjecting third-party components to white label processes, and validating model development through bias detection and robustness testing. It should also include MFA for AI application access, role-based access controls to restrict access to sensitive data and functionalities, a comprehensive incident response plan tailored to AI applications, outlining procedures for data breaches or AI model failures. Organizations should also employ a threat intelligence system to continuously monitor emerging AI threats and update security measures accordingly. The role of a CISO: The CISO oversees all of this development and should make sure all of these best practices are being used.
Adopting responsible Artificial Intelligence (AI) is inevitable. All should embrace it. It will not solve all of our problems with no effort, but, with the right framework in place, AI has the potential to make a significant impact.
How OpenText and TechMahindra can help
DevSecOps is the normal way of any application development today and the AI-enabled DevSecOps only makes it more powerful to develop secure applications. With appropriate machine learning and LLM models, AI-enabled DevSecOps platforms make the journey of building secure software with improved efficiency and very minimal vulnerabilities. OpenText, in conjunction with TechMahindra has launched a cloud-based MSSP solution “FastTrack to Application Security” covering automated DAST, SAST, software composition analysis, and API security. This helps developers to test the security of the software quickly and accurately. The turnaround time to perform the scans is reduced by 75% than one-time scans as a part of security testing. With this solution, we can run the scan when its code is being written and at runtime with minimal false positives.
AI-enabled DevSecOps helps CISOs with more accurate information, well built co-relations from the threat feeds/intel and the technology-agnostic vulnerabilities. They bring in accuracy, speed, proactive security, and enhanced collaborations. The executive dashboards from the platform can be further leveraged as intel feed to SOC operations for better Detect and Respond.
Conclusion
CISOs need to be part of a cross-functional team of leaders in a company that lays out guidance for employees. A governance framework and an inventory of existing AI use should be developed. Embracing AI in DevSecOps allows CISO to build secure and resilient software systems while enabling faster and more efficient development practices. Stay secure and embrace the power of AI!
Co-written by Rohit Baryha, Application Security Solution, OpenText Cybersecurity and Suchitra Krishnagiri, AppSec & DevSecOps Head of CoE, TechMahindra
We’re well into 2024 now and the channel marketing landscape continues to change, thanks to a blend of innovation and connectivity. At OpenText™, we’re not just observers; we’re actively shaping what’s next.
In this blog, we aim to provide a comprehensive overview of the key trends that are set to redefine channel marketing in the second half of the year. We’ll dive into strategic insights and share actionable tactics to enhance your marketing efforts and ensure efficient use of your budget.
Join us as we navigate through the future of channel marketing and offer guidance and strategies to leverage these upcoming trends to your advantage.
Re-ignite the spark: In-person events are back, for good
Oh, how we love the buzz of in-person events! The last few years have been a wild ride, pushing us to get super creative with virtual hangouts. We’ve Zoomed, we’ve streamed, and yes, we’ve even mastered the art of virtual high-fives. But let’s face it, we were all ready to get back into the real world.
Ready to make your in-person events the talk of the town? Here are some actionable tips:
Choose Wisely: Throwing open the doors to everyone sounds fun but aim for an unforgettable conference with a crowd that’s truly interested in what you’re about. Quality over quantity is paramount!
Go Big in 2024 – Think Beyond the Freebies: Remember that awesome swag bag you once got? You’ll want to go even bigger in 2024 because it’s all about creating connections that stick. Studies by Eventbrite show that events boil down to one simple thing: connection. Think outside the box — how do you want your peers to feel about your brand? This is a prime opportunity to ignite mutually beneficial conversations and gather feedback about what you’re doing well and what you can improve.
AI, the Event Planning Wizard: As always, Forrester is on to something. They recently shared how leveraging AI not only improves event planning and productivity but creates an improved attendee experience. Think of it as your backstage pass to flawless event planning.
From leveraging Generative AI to craft event communications and drip campaigns to data analysis once the event has wrapped up, the possibilities of this trend are nearly limitless.
Bring Back the Buzz: 2024 is the time to wave goodbye to the mundane conference routine and embrace a transformation. Jennifer Grimaldi shares some actionable steps to create a meaningful experience in her podcast with Akilah Murrell from Channel Maven, a part of 360insights. Check it out to learn how to give your next conference a “glow up” and leave attendees buzzing with excitement.
Make Use of AI but Don’t Forget the Human Touch
As AI continues to revolutionize the marketing world, its capabilities stretch well beyond just crafting content or aiding in event organization. A trend taking center stage in 2024 is the use of AI to improve the customer experience. Imagine a customer journey so smooth and personalized, it feels like it’s been tailored just for you.
As McKinsey points out, AI-enabled client services are the most effective way to drive personalized experiences and enablement. Embracing chatbots and AI-based technology is great but must not come at the cost of humanizing interactions and building trust and loyalty. What’s more, while marketers will leverage AI to analyze consumer data, it should never replace personal insights learned from conversations, events, and in-person meetings.
The era of video and micro-influencers has arrived
HubSpot’s 2024 State of Marketing Report highlights that social media, a strategy used by 43% of marketers, is the highest ROI marketing channel. Facebook, Instagram, YouTube, TikTok, X, and LinkedIn rank as the top six platforms for social selling. Video will continue to be the fastest-growing format, but all platforms should continue to be covered to reach the multigenerational audience spanning from Boomers to Gen Z. Don’t be afraid to create reels!
What’s more, influencers, specifically micro in nature, will continue to be excellent partners for B2B marketing and selling solutions. As HubSpot shares, working with small influencers is not only more cost-effective but correlates to long-term partnerships and offers access to loyal and engaged communities.
Tech savviness makes marketing heroes
Digital marketing and technology are like the dynamic duo, opening up a universe of opportunities. Think about it: marketing automation software is the superhero that helps businesses zoom through their marketing tasks, saving heaps of time and money along the way. And then there’s data analytics, the trusty sidekick, offering invaluable insights and helping craft messages that hit the bullseye. Together, they’re revolutionizing the way we connect with our audience.
As Gartner shares, in an age where the digital world is the cornerstone of connection, our approach to communication needs to transcend traditional methods. It’s not only about augmenting existing relationships; it’s about forging new ones — with employees, business partners, and social influencers alike. Viewing every online interaction as an opportunity to build meaningful connections and provide insightful, educational content tailored for the future of marketing.
Final thoughts
Harnessing the full potential of your marketing efforts is integral to not only your success but that of your partners and customers alike. You have the strategies and the tools—now it’s time to take action!
If you require additional support for your marketing endeavors, we’ve got you covered. Our Accelerate Partner Portal brings together sales and marketing tools, eLearning courses, licensing and much more to provide you with everything you need to make this year your most successful one yet. Check out the Accelerate Partner Portal and accelerate your business today!
Not an OpenText Cybersecurity partner? Learn how our Accelerate Partner Program offers personalized support, profitable incentives, and growth opportunities for your business.
Valuable information is buried in emails – from your clients, sensitive projects and legal matters. It is increasingly difficult to find, organize and see the full set of relevant information lawyers and other knowledge workers need to respond quickly and stay on top of their projects and cases. An ever-growing volume of email often leads to “content chaos” – burdened email servers, increased compliance risk, such as organization’s retention policies, and the inability of employees to locate relevant content in those emails when searching for specific information.
Finding information in email drains productivity
Knowledge workers, including lawyers, are spending more and more time each day on administrative tasks related to email organization and management; in fact, it’s estimated that 28% of their time is spent reading and sending emails.i Simply stated, finding information in email drains employee productivity. Even with automated filters, email filing administration is time-consuming and overwhelming, because emails never stop pouring in and each message is accompanied by the expectation of a timely response.
For lawyers, it’s even more time-consuming as they need to organize their email by client name or number and matter to easily refer to casework that is in progress or archived. But, with thousands of emails grouped by client and matter numbers—or millions in the case of a merger or acquisition—email filing tends to fall to the bottom of the list.
Find the right content at the right time
Take this scenario as an example: a project is started locally on a lawyer’s hard drive, then expanded to internal team members, clients or firms using email as the primary communication form (along with attachments). Content or work product is then pushed into a collaboration space. The project is then continued over email. When the project is complete, the important email communications, attachments, and related work products are scattered across multiple platforms, locked in dozens of silos. Not only is it difficult to find information when needed, but it’s also difficult to holistically evaluate the facts of a case because information is too dispersed.
Quick filing: Easily save emails to specific client folders via a button on your Microsoft Outlook ribbon or with a right mouse click – using predictive filing suggestions. Save time as suggestions are displayed based on the most recently accessed profiles and email threads.
Bulk filing: Quickly file large volumes of email without slowing productivity. With Bulk Filing, users can automate the email filing process by assigning profiling data to specific Outlook folders. All emails that are moved into the Outlook folders are automatically filed into eDOCS with the assigned profile data of the folder. Email can also be filed on mobile devices by dragging and dropping them into monitored folders.
Marking: See in Outlook when your email has been automatically stored to eDOCS document management system (DM). With Email Marker, users can color-code their emails according to filing status and profile data via their Outlook categories field. Save time by keeping track of filing status at-a-glance with this visual cue and never miss filing (or duplicate filing) again.
Email Filing Assistant: Analyze message history and inbound email addresses to suggest automatically the best place to store those emails in the eDOCS library.
eDOCS Email Filing is your virtual email assistant
With eDOCS Email Filing acting as a virtual administrative assistant that automatically saves, categories and classifies emails alongside related content in the eDOCS library, attorneys can comfortably work in their familiar Microsoft environments while focusing their time and efforts on helping clients.
Watch this video to learn how eDOCS can protect your organization against a data breach.
Contact us
Get in touch with our Legal Tech experts and learn how you can enhance your legal operations by using AI tools to proactively identify, anticipate, and address legal issues.
Today’s businesses run on data. It fuels our decision-making, helps us enhance customer experiences, and drives innovation. However, all this data has a big downside: content sprawl.
Consider a common scenario: a client sends you an important document as an email attachment. You save a copy to your company’s cloud storage platform, another to your desktop for quick reference, and then forward the email to the rest of your team—who do the same thing. Multiply this process daily across hundreds or even thousands of employees, and it’s easy to see how content starts to snowball.
Sounding the content sprawl alarm
In my experience, content sprawl is easy to diagnose but hard to cure. Risk management, records management, or compliance teams are usually the first to raise the alarm, as content sprawl makes it increasingly difficult for them to ensure that information security and data governance policies are being applied consistently. Often, it then falls to IT to find a solution.
For IT, the good news is that there are more tools than ever to address the challenges of content sprawl. I’ve seen first-hand just how effectively collaboration solutions like Microsoft 365 Teams can help enterprises regain control over their data. But deploying a solution like Teams is only one piece of the puzzle.
Control is crucial for combatting content sprawl
Throughout my career, I’ve helped many different organizations address their content challenges. For large Fortune 500 companies, I’ve found it’s vital to apply an additional layer of governance and integration on top of solutions like Teams. Without that extra layer of control, it’s all too easy for shadow IT to creep in again. Before you know it, you’re right back at square one.
OpenText maximizes a customer’s investment in Microsoft with its suite of information management (IM) solutions, allowing businesses to integrate content across Microsoft 365 applications and apply the appropriate business controls and data governance policies automatically.
For large organizations, this automated approach is essential to cut the risk of content sprawl. With OpenText solutions, businesses can ensure that their data governance requirements are built into the front-end experience. The result? The organization knows what’s out there, who created it, where it’s stored, and information is fast and simple to find—a powerful way to prevent future content sprawl.
Ryan Zilm, Global Data Strategist and Former Chairman of the Board, ARMA International, discusses his experiences integrating OpenText™ and Microsoft® solutions to help combat content sprawl and enhance data governance.
From paper to pixels
In the last decade, the focus for information managers has shifted from physical records to digital data. OpenText has been at the forefront of developing solutions to enable that transformation. As a consultant, it’s incredibly rewarding to help businesses use OpenText solutions to achieve their goals.
One example that jumps to mind was a business that made photocopies of personally identifiable information (PII) such as driving licenses when admitting visitors to secure areas of its facilities. Over the years, the organization had built up filing cabinets full of manila folders containing these records.
The company knew that this approach was a significant regulatory risk. So, the organization decided to convert all their paper folders into digital records. Using OpenText Intelligent Viewing, I helped the company to automatically apply the proper retention and disposal policies to their data, while also ensuring that information is immediately and securely accessible to the business.
Listening and innovating
Over the years, OpenText has done an amazing job of listening to its customers, understanding their challenges and creating solutions that address them.
Business Workspaces in OpenText™ Extended ECM are a great example. Using Business Workspaces, I can help businesses avoid the need for their employees to shuffle between different applications to carry out their roles. Without ever leaving the familiar Teams UI, employees can see data from all systems of record—delivering a 360-degree view of key business information.
Fast forward to the present, and what’s really exciting to me is that OpenText is pioneering the next generation of IM solutions. I see huge potential for AI to transform the way businesses manage and leverage their data, and OpenText is going to be at the forefront of delivering those new capabilities.
About the author: Ryan Zilm has over 26 years’ experience in IM technology and has led records and IM programs at global organizations including Baker Hughes, Motiva, USAA, Newfield, Andeavor, Tesoro and Williams. Ryan recently served as President of the ARMA International Board of Directors and currently serves on the Board of Trustees leading the Research Committee for the ARMA International Educational Foundation. He received his MBA from the University of Texas at San Antonio, has a Bachelor of Arts from the University of Oklahoma, and is based in Houston, Texas.
Building off the January 2024 analyst recognition update, OpenText is once again honored to receive recognition for our solutions from many of the leading industry analyst firms that have evaluated our company across business units. These reports play a pivotal role in unveiling world-class solutions that add substantial value to organizations, addressing the most complex of digital challenges.
Below is an example of the recognition that OpenText has recently received, encompassing Application Delivery Management, Content Services, Digital Experience, Portfolio, AI and Analytics, Cybersecurity, and IT Operations Management solutions.
Application Delivery Management (ADM):
GigaOm Cloud Performance Testing Radar
OpenText LoadRunner was named a Leader and Outperformer in the 2024 GigaOm Radar for Cloud Performance Testing. The report stated, “The LoadRunner SaaS product line from OpenText remains a strong Leader in this market with a robust feature set. It continues to expand and enhance functionality, keeping ahead of the competition.” In discussing LoadRunner’s features, the report goes on to state, “This is one of the few products on the market that includes integrated wide area network (WAN) emulation testing as part of performance testing … (and) The ability to consume the output of open source testing tools for large-scale testing is also key.”
OpenText Media Management was named a Leader and Outperformer in the 2023 GigaOm Digital Asset Management Radar.
GigaOm Digital Experience Platforms Radar
OpenText was named a Leader and Outperformer in the 2023 GigaOm Digital Experience Platforms Radar.
Portfolio:
IDC MarketScape: Worldwide Unified Endpoint Management Software for Small and Medium-Sized Businesses 2024 Vendor Assessment (doc #US51779424, April 2024)
OpenText was named a Leader in the IDC MarketScape: Worldwide Unified Endpoint Management Software for Small and Medium-Sized Businesses 2024 Vendor Assessment. The report stated, “Key features include advanced security measures, flexible management options, and support for a wide range of devices.” In discussing the UEM solution and last year’s acquisition of Micro Focus by OpenText, the report noted that, “Overall, the acquisition positions ZENworks favorably in the competitive UEM market, particularly in cloud and AI integration, expanding its market opportunities.”
IDC MarketScape: Worldwide Client Endpoint Management Software for Windows Devices 2024 Vendor Assessment (doc #US51234324, April 2024)
OpenText was named a Leader in the IDC MarketScape: Worldwide Client Endpoint Management Software for Windows Devices 2024 Vendor Assessment.
Content:
Infosource Intelligent Data Processing and Capture Matrix
The OpenText continuous automation testing platform, acquired as Micro Focus in August 2022, was invited to participate in The Forrester Wave™: Continuous Automation Testing Platforms, Q4 2022. Forrester released the results of their 26-criterion evaluation of the 15 most significant continuous automation testing (CAT) vendors, and we have great news to share: the report recognizes the OpenText offering as a Leader. A Leader designation is the highest segment in which evaluated vendors can be placed.
The Forrester report notes that the OpenText software testing offering has “one of the most comprehensive CAT (continuous automation testing) platforms in the market.”
The Forrester Wave report states, “From codeless to scripting in natural-language-, visual-, and model-based testing, AI has been infused into the capabilities of the platform, offering easier and smarter testing. Omnichannel, mobile, management, and test self-healing are additional strengths.”
It comes as no surprise that OpenText was ranked as a leader in this evaluation, which from our perspective is thanks to recent innovations in our functional test portfolio. We believe these innovations align closely with Forrester’s recommendations for Continuous Automation Testing (CAT) platform customers. The report suggests that CAT platform customers should look for functionality that
offers AI and smart testing capabilities,
fosters collaboration among technical and non-technical testers, and
provides a consistent, uniform testing experience.
And OpenText delivers. We believe our Continuous Automation Testing platform is an ideal solution for teams and organizations that need to deliver high-quality software.
Read the full Forrester Wave report to learn more about what Forrester analysts say about our continuous automation testing offerings and advice they have for customers looking for CAT providers now.
It’s time for the 2024 Verizon Data Breach Investigations Report (DBIR)! If you aren’t familiar with DBIR, provides invaluable insights into the evolving landscape of cybersecurity. While we don’t want to spoil the report (and strongly encourage everyone to give it a read) there are a few interesting findings that stood out.
Before we delve into these findings, we want to celebrate a milestone: 2024 marks the 10th consecutive year that the OpenText ArcSight Intelligence™ team has contributed to the DBIR. This collaborative effort underscores our commitment to enhancing collective security through industry expertise and research. We invite you to explore the full report at www.verizon.com/dbir.
The human element: a persistent challenge
“[The human element] is present in more than two-thirds of breaches…” – DBIR 2024
Despite advancements in technology, the human element remains a significant factor in cybersecurity breaches. According to the latest DBIR, human error or manipulation is involved in 68% of breaches, consistent with previous years. From falling victim to phishing attacks to insider threats, employees continue to be vulnerable to exploitation by threat actors.
Social engineering attacks, leveraging human psychology, are a prevalent tactic. These attacks lead individuals to divulge sensitive information or unwittingly compromise security and are very different than attacks by malicious insiders. In this years report, the human element numbers do not include malicious insiders. Had malicious insiders been included, the human element would have been present in 76% of incidents.
External? Internal? It’s all about the money
“[We are] pleased to inform you that the actor motive ranking remains the same. Financial has the clear lead…” – DBIR 2024
Financial motives remain the primary driving force behind threat actors, with over 90% of breaches being financially motivated, according to the DBIR 2024. Interestingly, internal threat actors accounted for 35% of breaches in 2024, indicating a significant increase from previous years. One might have expected that an increase in internal threat actors would also see an increase in the espionage motive. While this did happen, an increase from 5% to 7% is minimal. This suggests that malicious internal threat actors are just as motivated by financial gain as external actors.
Threat actor motivation is an important factor to consider when dealing with any incident. A financially motivated threat actor may prioritize persistence in a system ensuring the flow of valuable information or continued disruption and thus, more money for them. An espionage motivated incident may worry less about persistence and instead focus on grabbing everything they can all at once before getting out. Motivation isn’t everything but it may give threat hunters an idea of what they are up against.
Secure to vulnerable in under 60 seconds – a phishing speed run
“The median time for user to fall for phishing emails is less than 60 seconds” – DBIR 2024
It is no surprise that phishing and pretexting continue to be core elements of an attacker’s social engineering toolkit, with 70% of all social engineering incidents involving at least one of these two tactics. As a reminder, phishing involves the use of fraudulent emails to steal data, while pretexting entails the use of fabricated identities or scenarios to deceive individuals into divulging information.
What’s particularly alarming is the speed at which users can fall victim to these tactics. Research shows that it takes users an average of 21 seconds to click on a malicious phishing email link and a mere 28 seconds to enter their data on the phishing site. When you add it up, a company can transition from secure to vulnerable in under 60 seconds—a speed run your company definitely does not want to participate in!
AI detects threats before damage is done
Behavior analytics, powered by AI, plays a crucial role in proactively addressing cybersecurity threats. Behavior analytics focuses on detecting hidden patterns in user behavior and establishing a baseline of normal activity to detect future deviations. This proactive approach to threat detection enables security teams to investigate and respond promptly, reducing the risk of breaches associated with the human element.
Incorporating behavior analytics into a cybersecurity strategy empowers organizations to proactively address the human side of cybersecurity. By leveraging these technologies, organizations can detect and respond to anomalies, mitigate the risks associated with social engineering attacks and human errors, and strengthen their overall security posture.
Conclusion
The insights gleaned from the DBIR serve as a sobering reminder of the ever-present threat landscape. As organizations continue to navigate these challenges, it is imperative to prioritize proactive cybersecurity measures. By fostering a culture of security awareness, leveraging advanced technologies, and collaborating with industry experts, organizations can strengthen their defenses and safeguard their valuable assets against evolving cyber threats.
Learn more about OpenText ArcSight Intelligence
To explore the capabilities of behavior analytics and learn more about ArcSight Intelligence’s advanced solutions, please visit https://www.opentext.com/products/arcsight-intelligence. Discover how these innovative technologies can help protect your organization from evolving cyber threats.
