After spending several hours this weekend formatting and reinstalling my Linux distribution on my laptop, I came to realize something. If it wasn’t for cloud-based services, it would have been a lot more painful. Between my cloud-based email client and dropbox account, I was back up and running in no time. In fact, if it wasn’t for these types of services, in particular cloud storage services, just the day to day running of this blog would be a lot more painful. I’m probably not alone in saying that these services have become critical in ensuring access to files from multiple devices. So why aren’t organizations using an enterprise solution for the same purpose, such as the latest release from OpenText, Tempo?
OpenText has been focused on enterprise content management since 1991, and really focuses on making it easier to classify and control documents and files within the organization. Their aim is to make it easy for organizations to manage the lifecycle of their content and make it easy for users to share and collaborate resources.
The release of Tempo is aimed at giving organizations a way to offer the flexibility of services such as Dropbox and YouSendIt without sacrificing control over the content (let’s face it, I love Dropbox, but it’s a DLP nightmare for enterprises). It also lets users access the latest version of files from any device, including mobile devices and tablets.
From a user perspective, the ability to access these documents from anywhere is a huge asset, especially to remote workers such as sales reps and consultants. For example, marketing could upload a sales powerpoint (which can be routinely updated) and an account manager could then access it from the road or from a customer site for their presentation. There is no need to save it locally or worry about outdated information. The same idea can extend to pricing documents, contracts, RFPs, statements of work, any document that might need to be shared across the organization. Additionally, it reduces the number of copies floating around by syncing all versions to the latest, and tracking it from a DLP perspective.
From a security perspective, by keeping the hosting solution in-house (as opposed to using a third-party hosted solution), IT Security can ensure that any confidential documents are tagged appropriately and not copied to another device, only accessed. By setting different usage restrictions and editing restrictions, it reduces the risk of unauthorized access and makes it easy to provide audit information on how these documents and resources are being used.
It’s impossible to expect that the availability of cloud services such as storage and collaboration will not become part of the way enterprises conduct business moving forward. Most employees are probably using some type of cloud storage right now, either by emailing documents to themselves to work on at home, or through online storage services. The trick to control the way this affects how corporate assets are distributed is to give them the same type of functionality in a manner that can be controlled. OpenText has a ton of great solutions aimed at helping organizations do just this and more.