Posts Tagged ‘security’

Enterprise Content Management Industry Roundup: Dec. 26, 2014

December 26, 2014

 

A hand with a pen on a spreadsheet is seen next to text that reads "Threats to Data."

Threats to corporate data have made news in the industry.

What’s new in the industry this week:

1. A big threat to corporate data could be the unintentional inside job. One in five employees said they uploaded proprietary information to the cloud with the intent of sharing it outside of the company, according to a recent study.

2. Consider taking an online course or practice public speaking. See six IT career resolutions.

3. One design firm has a an idea that gives new meaning to the term mobile workforce. Read about the office that could commute to you.

What’s new with FileBound:

We looked back on 2014 in an earlier blog post. See 10 of our best moments and achievements from the past year.

Don’t miss these upcoming events:

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

Integrating systems of record, engagement in ECM

November 26, 2014
A person is shown with a hand on a computer mouse, with the computer in the background.

Integrating systems of record and systems of engagement can be done with an enterprise content management system.

 

Integrating systems of record and systems of engagement can provide a variety of benefits for enterprise.

“Once monolithic silos confined to a few specific back office processes, ECM has been going through an evolution…Now the cloud is truly making robust ECM functionality accessible to all,” Ralph Gammon, editor and publisher of the Document Imaging Report newsletter, writes in a FileBound white paper.

Systems of engagement manage interactions, including those from internal and external sources. Vendors, customers and employees can all provide interactions with this system. These can include interactions through social media, websites or e-forms. Systems of record include enterprise content management systems and enterprise resource planning systems.

“It’s in these Systems of Record that we store transactional data, protect customer identities, and store and archive patient interactions,” Forrester Research analyst James Staten writes. “As such these systems are slower to iterate both due to complexity but also based on the importance (and compliance) of the data and the processes they have helped solidify.”

These systems are an extension of traditional business and they are increasingly needing to connect to the systems of record, Staten writes.

An ECM system can connect these systems of record and systems of engagement.

By doing this, the system of engagement can access even more information and the two systems can share information smoothly. Transactions can be completed more quickly, which can benefit customer service.

So what features does Gammon think a modern ECM system should have? Modern ECM systems should be cloud-based, have flexible workflow, and have a strong data analytics component. The new features, such as cloud connectivity, have to be paired with the old features of capture, search, security and records management.

To learn more about how systems of record and systems of engagement interact and how FileBound can seamlessly integrate the two, download our white paper.

Love Process Automation? Six Areas you can Automate to Make Life Easier

October 28, 2014

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Whether it’s accounts payable automation or workflow automation, those who use enterprise content management systems are already familiar with the benefits of automation. The industry is growing and reaching more businesses and consumers. Internet of Things devices are expected to account for 9 billion connections by 2018, according to BI Intelligence estimates.

Here are six areas where automated processes could make your life easier, both in and out of the office.

Internet of Things at Home

Everyday home objects from refrigerators to lamps are being connected to the Internet. Home entertainment system can also be automated. For example, televisions, audio systems and lighting can be programmed and adjusted to fit a homeowner’s needs. A special egg carton will even remind shoppers when it is time to buy more eggs.

On the Road

Autonomous vehicles could make up a significant portion of road traffic in the future. The National Highway Traffic Safety Administration has created a policy that includes recommendations about the regulation and licensing of autonomous vehicles. The Internet of Things can help drivers themselves, too. Sensors in parking facilities can be used to help drivers learn when parking spots are available and sensors in buses are being used to help improve maintenance.

Security

Security is at the forefront of consumers’ minds. For example, consumers were more willing to pay for a smart smoke alarm than a smart refrigerator, according to a report by Acquity. Security cameras allow for the monitoring of property through a smartphone. Phones can also be used to lock and unlock doors.

The elderly in particular can benefit from the security features of home automation. For example, seniors can receive help with the push of a button and be connected to emergency help. Seniors could also use the security cameras to check who is at a door without having to get up and check.

Health care 

The health care industry is one area that could benefit from automation. For example, automating patient data collection and analysis can save doctors’ timePill bottles can tell patients when they miss a dose by either glowing or sending them a text message. Heart implant defibrillators can send information to a doctor if it has wireless capability.

Sports

Internet-connected sensors are also being used for sports. One company has made devices that attach to baseball bats and can measure the bat’s swing speed and the angle. The company’s CEO told Computerworld he believes that one-day sports sensors will be everywhere and provide a stream of information for coaches and athletes. Other researchers are hoping to use sensors to alert coaches or parents when an athlete receives a concussion.

Travel

Travelers could one day benefit from security lines that tell travelers how long the wait is and from an auto-rebooking system that determine if a traveler will miss their flight based on their GPS, thanks to the ability to be connected to the Internet. For example, at Austin-Bergstrom International Airport, a system monitors Wi-Fi connected devices to measure how long it takes for a device to move through security. A screen with wait times is posted near the security checkpoint. The data doesn’t just help travelers move through the line faster, the information can help airlines and the Transportation Security Administration to decrease wait times.

Three Tips to Protect Data in the Cloud

October 22, 2014

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Cloud computing can offer many benefits to enterprises, such as boosting mobility and decreasing the need for space. Companies are increasingly moving to the cloud, but as with all sensitive business information, there is room for concern when using the cloud in enterprise. The past year has seen a few high-profile cybercrime incidents where companies’ data was compromised. Companies could face financial and ethical problems for failing to protect sensitive consumer information. A survey of IT professionals found that about half of respondents said that security concerns were still an issue for transitioning the cloud. Here are three tips on how to protect enterprise information in the cloud.

Protect data

One of the best ways to protect any sensitive information is to encrypt data. Encryption requires a passcode to be able to access the information. Without the key, the information would be useless.

Despite its importance, the 2014 State of Cybercrime Survey found that only 38 percent of companies encrypted devices and only 31 percent had a mobile security strategy. If employees can access clouds on their mobile devices, then those mobile devices need to be protected to prevent data breaches or data loss.

In addition to having a plan in place, data backup and recovery solutions are also valuable in case of data loss.

Train users

The cybercrime report found that more than half of companies did not train new employees on security issues. This leaves an obvious hole for security concerns.

Skyhigh Networks reported that blocking certain unsecure applications was not an effective way to prevent employees from using them. Using these applications could be risky for the enterprise content management system. Review all of your IT policies to prevent even well-meaning employees from causing a security problem.

Plan, but be adaptable 

Trust is crucial when working with organizations concerning information. One study found that more than half of IT executives had concerns about trusting a third party. Choosing the right cloud partner is helpful to alleviating some security concerns.

But despite its growth, cloud technology is fairly new. One CIO says that one of the benefits cloud technologies have is that vendors stay current with the latest technology. Being adaptable will provide the best benefits for businesses.

The Impact of BYOD on Business

October 8, 2014

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Whether its BYOD or CYOD, employers and employees are embracing the benefits of policies that give them more flexibility. Employees are bringing their laptops and smartphones to enterprise and companies are seeing the benefits. But the benefits of this relatively new type of policy are not without their potential downfalls. Here are four important things to know about how BYOD policies impact business.

How mobile is the workforce?

Changes in technology have allowed for rapid change in how employees work. The mobile workforce is expected to reach 1.3 billion people – more than 35 percent of the total workforce – by 2015, according to IDC. Employees who are liberated to work outside their office, also known as the mobile workforce, are experiencing unprecedented flexibility thanks in large part to BYOD policies.

Millennials are the ones leading the embrace of BYOD policies, according to TrackVia. Almost seventy percent of this generation of employees says they bring outside applications to support their work. Only 30 percent of baby boomers say the same.

As a growing part of the workforce, responding to millennails’ mobile needs is smart business practice. A Cisco Internet Business Solutions Group survey found that the number of BYOD devices is expected to grow more than 100 percent between 2013 and 2016.

Efficiency for company

BYOD policies offer employees the most freedom in allowing them to work on the devices they want. Employees may be more comfortable with certain technology – in part because they use it in their personal life – or they may see benefits to working on the device that their employers don’t see.

The study by the Cisco Internet Business Solutions Group found that U.S. BYOD employees save 81 minutes per week using their own device. These employees also said they get more work done using their own laptops. About 20 percent say corporate devices lack functionality and about 25 percent say that they prefer the operating system on their own device, according to the study.

Cost savings are not guaranteed with a BYOD policy, especially if complications arise on employees’ devices. Hidden costs, such as making sure the IT department is properly staffed to aid these mobile workers, could reduce the economic benefits of saving the cost of providing employees with devices.

Impact on employees

While employees may appreciate certain aspects of being part of the mobile device-connected workforce, some employees do have concerns.

For example, 70 percent of employees are uncomfortable with remote wipes as a part of BYOD policy, but a remote wipe occurs once every three minutes. Businesses need to manage security concerns while respecting employee privacy. The same device with the company calendar could have family photos and other valued personal information.

BYOD policies could also have a negative impact on employees if they are not managed properly. More than 60 percent of IT professionals said in a survey they prefer the old system of defined hours and the guarantee of being unreachable during personal time. Half of these professionals also said that being so connected increased their stress. Companies should be careful to avoid burnt-out employees.

Security concerns

Security is also an important factor to consider in the age of the workforce that can connect to business information through several devices. Sensitive company information will always need to be protected – no matter the device involved. One survey found that 57 percent of IT executives said mobile clients and unmanaged devices was their top security concern. A separate survey found that a majority of the 4.5 million smartphones were lost or stolen in the U.S. last year didn’t have screen locks enabled.

Millennials, the demographic leading the transition to the more flexible workforce, may have a more lax view of corporate security than IT departments would prefer. Sixty percent say they aren’t concerned about using personal apps instead of corporate-approved apps, according to TrackVia. Another study found that 15 percent of employees think they have none or minimal responsibility to protect corporate data on their devices.

With so many companies and employees embracing BYOD policies and as technology continues to develop and provide opportunities outside the office, the mobile workforce will continue to grow.

Enterprise Content Management Industry Roundup: October 3, 2014

October 3, 2014
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Cloud technology is increasing mobility and possibly even safety.

What’s new in the industry this week:

  1. Cloud technology is driving change in vehicles. Learn how cloud technology could improve convenience and safety on the road in the new age of the connected car.
  1. Better data management and improved mobile cameras are two image capture trends expected to grow in the document management industry. Learn how the image capture market is transforming the workplace.
  1. Just as there is no such thing as a free puppy, there is no such thing as free scanning capability. Read how licensing and workflow issues from the wrong scanning software complicate your enterprise content management system.
  1. Mobile malware is a small but growing threat. Learn how enterprise and consumers can protect themselves.

What’s new with FileBound:

St. Bernard Hospital in Chicago turned to FileBound to help guarantee confidentiality and reduce paper in its human resources system. Read about how the hospital benefited from transitioning to the cloud.

Recently, Upland Software’s FileBound was named in the Gartner Magic Quadrant for Enterprise Content Management (ECM) 2014. Published by Gartner, Inc., the leading information technology research and advisory company, the Magic Quadrant helps decision makers develop their ECM strategies to assess whether they have the right products and enterprise platforms to support them.

Don’t miss these upcoming events:

FileBound is sponsoring an AIIM Australasia webinar on October 22 on how a process-centric approach to enterprise content management can benefit businesses. Pay attention during the webinar and you could win $100! Register for the webinar here.

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here.

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

CYOD: What you need to know

October 1, 2014
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CYOD is becoming the device policy of choice for many companies.

Though BYOD is beginning to dominate many industries, many organizations are implementing a similar but slightly different device use strategy — CYOD. A CYOD policy allows an IT department to provide employees the ability to choose from a set of specific, company-approved and issued devices. This still allows IT departments to maintain more control over data and security, but also provides employees with some freedom to use a device they’re comfortable with.  In many companies, it’s proven to be a successful compromise that allows employees the freedom to work as they please and IT departments the supervision necessary to protect company information. Below are a few points to consider when developing a CYOD policy for your organization:

Company Needs

A CYOD policy will be more limiting to employees than a BYOD policy. For some companies, this may not be much of an issue, but depending on employee needs, some may find a CYOD policy too restrictive to serve as a practical solution. Be sure the type of policy your business develops is tailored to the needs of your company and its employees, and allows them to work functionally.

Employee Satisfaction

BYOD is often popular with many employees, as it allows employees to use their personal devices for both work and recreational purposes, but it isn’t always popular with IT departments concerned about security. CYOD still ensures that employees can be comfortable with their device, while also providing the necessary protection for data. If employees are hesitant to transition away from BYOD, consider offering a wide variety of devices for them to choose from.

Monitoring Usage

Installation of personal apps that could compromise security or inhibit productivity can be much more easily monitored from company-owned devices IT has access to. Some companies reported huge rises in bandwidth after implementing a BYOD policy. A CYOD policy limits personal usage a bit more, and often encourages employees to focus more on work when using a company-owned device.

Security

Security concerns are often the primary reason organizations are hesitant to implement a BYOD policy. CYOD provides an additional layer of security, while still providing employees the capability to work outside the office with a device they’re comfortable with. Data is much more secure in a regulated environment.

Version Control 

Varying types of software, apps, and new updates can complicate usage and prevent employees and IT from remaining on the same page. Even apps that are available for several types of operating systems don’t always function the same across each one, especially after an update. This can be extremely challenging for IT departments to keep up with. Having only handful of updates to handle on a few select devices is much more seamless. If application and software differences have previously been a huge headache for your company, CYOD may limit difficulties that arise when new versions of software are released.

Cost

It will cost companies more to purchase devices for their employees rather than allow them to use what they already own. However, BYOD policies can create other unexpected costs for companies in the long-run, whereas most of CYOD policy costs will be upfront. Plan accordingly, and see which policy makes more sense for your company financially.

While some experts believe CYOD policies are the way of the future and may even make BYOD obsolete within the next year, they may not be right for every business. Be sure to thoroughly examine the unique needs of your organization before determining the type of policy it requires. You can even use online guides to help you weigh the most important factors and make the best business decision.

Avoid These BYOD Pitfalls

September 24, 2014
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Avoid these common BYOD risks that could jeopordize company data or employee privacy.

While implementing a BYOD policy can be extremely beneficial for many organizations, every company’s policy must be tailored to its individual needs in order to be successful. Failing to create a functional BYOD policy could ultimately cost your company more money and sacrifice the security of your data. Avoid these common mistakes when developing a BYOD policy for your organization:

  • Unclear Expectations

    • Employees should have an extremely clear understanding of what exactly their BYOD policy entails. Every employee should know their rights and restrictions, as well as the company’s. Lack of information often causes employees to use their devices in ways that could be harmful to the privacy of business data or their own personal information. Be sure all employees know what is acceptable behavior under the policy and what is not, and how they should proceed should they lose their data or their device.
  • Lack of Employee Privacy 
    • Whether employees truly lack privacy or simply feel they do, a device that they fear is exposing their personal information will likely be one they often avoid using. Especially with devices that track location, many employees feel they’re being too closely monitored by their employer and that their privacy is being invaded. Companies should try to strike a balance that allows employee information to be protected, while still allowing them the necessary accessibility to the information they need or want to use.
  • Unenforced Restrictions 
    • Policy regulations that aren’t strictly enforced are often seemingly nonexistent, and employees will be more likely to break them, perhaps without even realizing it. A lack of policy for protecting data will likely result in its vulnerability and ultimate breach. Once your IT department establishes necessary rules, be sure employee compliance is being monitored accordingly, and that employees are also informed of the consequences of violating regulations.
  • Balancing Security Measures
    • It can be difficult to draw a line between personal and professional use when it all occurs on one device. Should personal apps be prohibited on personal devices just because they aren’t work related? Rules and restrictions should be clear with employees, and finding a way to compromise use without compromising security is ideal. Geo-fencing is one of many ways some organizations are finding a happy medium for both IT departments and particpating employees.

While these tips may be helpful to developing a functional BYOD policy for your business, not every business is the same, and these recommendations may not be helpful or correct for every organization. Be sure to evaluate your company’s individual needs accordingly before making any decisions. You can even use online resources to help you better evaluate your company and its needs.

Enterprise Content Management Roundup: September 19, 2014

September 19, 2014
Certain popular backup methods to storing records, such as CDs, are now starting to deteriorate.

Certain popular backup methods to storing records, such as CDs, are now starting to deteriorate.

What’s new in the industry this week:

  1. Once a go-to medium for storing data, the CD has fallen out of style. Read about the life of a CD and why it’s so difficult to preserve their information.
  1. Security issues are a major concern for the government’s move to cloud technology, one federal CIO says. Read about how the defense industry will need to balance cloud and in-house information management.
  1. Some travelers are going to extra lengths to keep their information safe while they are on the road. Use encryption and learn more steps to prevent data breaches.
  1. Bring your own device, choose your own device, or corporate owned, personally enabled: Learn the difference between these mobile strategies to discover the options each one offers.

Don’t miss these upcoming events:

Our Director of Marketing, Jackie Risley, will be hosting a webinar with The Institute of Financial Operations on 9/23, discussing AP automation and analytics. Don’t miss it! Register here.

FileBound is sponsoring an AIIM Australasia webinar on October 22 on how a process-centric approach to enterprise content management can benefit businesses. Pay attention during the webinar and you could win $100! Register for the webinar here.

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here.

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

Enterprise Content Management Industry Roundup: September 12, 2014

September 12, 2014
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This week’s news centered around the importance of solidifying digital processes and ensuring security throughout an organization.

What’s new in the industry this week:

  1. Adapting to ‘new’ technology for digital business can be difficult with technology’s rapid changes. In the latest edition of Workflow, Sean Nathaniel, general manager of FileBound and senior vice president of technology for Upland Software, was featured and discussed the importance of ease of use for customers looking for software solutions.
  1. Federal IT departments see the benefits of a good mobile strategy, but high security standards remain a challenge to adopting mobile software.
  1. The release of the Apple Watch will likely bring wearable devices into the office, which will require IT departments to adapt these devices into the company’s workflow.
  1. Creating a records management program is not a small project, but can be done successfully by following a plan. Establish a records management team and learn four more steps to help protect and organize valuable information.

What’s new with FileBound:

FileBound is proud to have received an Enterprise-Ready security rating from the Skyhigh CloudTrust™ Program!

Don’t miss these upcoming events:

Our Director of Marketing, Jackie Risley, will be hosting a webinar with The Institute of Financial Operations on 9/23, discussing AP automation and analytics. Don’t miss it! Register here: 

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more here: http://bit.ly/X7E6xl

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.