| | APRIL 20179CIOReviewWhen you are considering a cloud-based Document Management System, raise the following questions relating to user and cyber security to help safeguard your corporate assets:User Security:· Does their platform support your corporate security requirements?· Will their platform lockout an account after multiple invalid login attempts?· Is double factor authentication available?· Can their platform detect and authenticate access from a new device?· Are user account audit reports available?Cyber Security:· Are they NITS (National Information Technology Standards) or FIPS (Federal Information Processing Standards) 140-2 certified, to meet governmental standards?· Are they HIPAA compliant, if you are dealing with personnel and personal information?· How is data encrypted, both in transit and at rest?· Where are their server and data centers located?· What business continuity plan is in place and when was it last tested?· Can their firm provide a current SOC 1 (SSAE 16) or SOC 2 audit report?Cloud versus On-Premises: FunctionalityThe cloud is inherently a rich software delivery model with a wealth of benefits. However, core functionality of cloud alternatives lags behind their on-premises counterpart. Furthermore, consumer-oriented cloud file sharing services such as Dropbox, Citrix FileShare, and Google Docs position themselves as enterprise-class platforms, while lacking the functionality of true enterprise-class solutions.Office 365 and SharePoint on-line collectively have been one of Microsoft's fastest growing products ever, with high adoption rates. While on-line products have many distinct advantages, including frequent functionality updates, SharePoint on-line's search capabilities falls short, which could be a hindrance to adoption. By way of example, with SharePoint on-line its search connector framework, advanced content processing and integration with on-premises search indexes are either not available or have limited functionality. To understand the relevance of search, consider Google processes 3.5 billion search queries, worldwide, per day. Furthermore, SharePoint on-premises is a fully extensible Web platform, yet the on-line version lacks the ability to create integration with other applications required to support business requirements and workflow processes.When considering a cloud-based Document Management System, raise the following questions focused on functionality to ensure their product aligns with your specific business requirements:· We live in world where Wi-Fi access isn't ubiquitous, so will employees be able to access files while off-line?· With email as the largest document storage application, what integration is available with Exchange or cloud-based email platforms?· Beyond basic document types, can they handle large multi-media or imaging files?· Is integration with other cloud platforms (like Microsoft Office and Google Apps) available?· Can you access, edit, and share documents via mobile devices?· Can you search across multiple file repositories by individual keywords?· How flexible are their workflow and task automation capabilities?· To ease implementation and user acceptance, does the system have on-line tutorials and how-to videos?We're experiencing a paradigm shift in the world of technology, where personal computing drives innovation, and has redefined business expectations. Providing employees with state of the art tools designed to enhance productivity, while being bound by corporate governance will continue to be a daily challenge for CIOs. Striking the balance between these mandates will require a CIO to be visionary, yet grounded in reality. When considering a Document Management System, navigating the convergence of on-premises, public cloud, private cloud and impact technologies will provide transformational results. Office 365 and SharePoint on-line collectively have been one of Microsoft's fastest growing products ever, with high adoption ratesSandy Jacolow
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