Mobile Content Management: Top 10 Considerations

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1 Mobile Content Management: Top 10 Considerations epu B

2 Mobile Content Management: Top 10 Considerations User Friendliness Flexible Deployment Options Flexible Storage Options Enterprise-grade Security File Sharing Editing and Annotating Keeping Data Costs Low Advanced Reporting Role-based Administrative Controls A Global, Scalable Solution epub epub epu B The mobile office is a reality in today s world. According to the Philadelphia Business Journal, telecommuting has increased more than 73 percent since 2005, meaning a burgeoning number of employees are accessing corporate documents and data on their mobile devices. In a recent IDG Enterprise survey, 82 percent of respondents reported that at least some colleagues have completed tasks from mobile devices, whether those devices are managed or not. An increasingly mobile workforce has created a pressing need for electronic access to all enterprise content. And when organizations don t offer adequate solutions, workers respond by turning to cloud-based consumer file sync and share services. According to a recent Forrester survey, 21 percent of global information workers use consumer file sync and share services for corporate documents. Because these services exist outside

3 controlled IT environments, they expose companies to a myriad of data security threats. IT departments have been forced to play catch-up as they try to regain control of corporate assets and rein in activity outside their networks. In today s mobile environment, enterprise-grade mobile content management is a must. A disparity exists between IT departments who manage the access of content from mobile devices and the employees who access that content. According to a recent IDC survey (as reported by Forbes), only 40 percent of IT decision makers allow workers to access corporate information from employee-owned devices. But 70 percent of those workers are actually accessing corporate information from their mobile devices, the survey shows. Companies must re-evaluate how to manage corporate content in the context of the mobile office, both to ensure the security of information and to promote productivity in an increasingly mobile environment. In Forrester s most recent annual Consumerization of IT survey (as reported by Mobile Enterprise), 40 percent of survey respondents reported using an unsupported bring your own app or cloud service, such as personal , file-sharing service or video conferencing, for work. According to the Enterprise Storage Forum, these tools are not a workable solution for enterprise because they require employees to remember to upload files before leaving the central office. Nonetheless, use of these applications is on the rise. While the familiar user interfaces of these tools are convenient and appealing to the user, most of them lack the software APIs, security and compliance features that are necessary for protecting corporate interests, which an MCM solution can provide. Data and documents that are stored in these services are outside corporate IT s control and will remain in the employee s personal account even after the employee leaves the company. Companies must provide a viable alternative to the consumer file sync and share services employees are already using, both to empower employees with safe mobile access and to mitigate data loss risks. According to ABI Research, mobile content management (MCM) is the core driver of the tremendous growth occurring in the global market for enterprise mobility management, which is expected to reach a value of $1 billion by An enterprise-level corporate file sharing program should mitigate all of these risks and allow users to securely access corporate content through an encrypted tunnel. Access should be managed and monitored at the enterprise level from a central console, removing any threat of data loss. The right MCM solutions can also enable greater efficiency, both in the mobile workforce and on premise, with features such as data syncing and real-time updates across the enterprise. To help companies determine how best to approach MCM, AirWatch has compiled the following list of important points to consider before implementing an MCM solution. Along with each of these points, readers will learn about the corresponding features in AirWatch s Mobile Content Management solutions, Secure Content Locker View and the more advanced Secure Content Locker Collaborate. AirWatch has developed its Mobile Content Management platform as one part of a comprehensive Enterprise Mobility Management platform designed to help companies manage every aspect of mobility.

4 epu B Over the last five years, the information management industry has transformed from one that was enterprisecentric and complex to one that must cater to end users. Widespread use of smartphones, tablets and apps has had a profound impact on corporate mobility initiatives, especially content management. Employees have come to expect simple, user-friendly apps for work purposes, just as they expect as consumers. When organizations don t offer adequate solutions for accessing content from mobile devices, employees will find their own solutions, most often with familiar, consumer-focused apps. These trends have forced mobile content management to shift from an industry focused behind the firewall to one that provides secure access to content via an intuitive user interface on any device, anywhere. There are two key elements of user friendliness that a mobile content management solution needs in order to be successful. First, the MCM app should be intuitive and as easy to use as a consumer alternative. Second, and perhaps most importantly, it should provide features and functionality that provide users a clear business advantage over consumer alternatives. AirWatch Secure Content Locker supports a wide range of file types: Microsoft Office, iworks, PNG and JPEG, AAC, ALAC and MP3 audio files, video files, PDF, HTML, XML, CSV, ibooks, attachments, epub and RTF. Users can also capture photos and videos within Secure Content Locker using the device camera to keep images and videos secure. Secure Content Locker Collaborate, AirWatch s more advanced MCM solution, includes several advanced features designed to provide users with productivity tools they wouldn t get with a consumer solution. Advanced keyword search lets users quickly find what they need in a multi-page document. A webbased self-service portal allows users to easily share content, and the desktop client creates real-time two-way synchronization so users have the latest versions of their content synced on all their devices. epu B BYOD Deployment Effective mobile content management today must balance meeting corporate needs with being convenient for employees to use. In most cases, companies will want to offer a BYOD solution for mobile content management so users can access content across devices and platforms. It s necessary, then, that the mobile content management solution offers support for all major operating systems that are popular in a BYOD setting. Mobile content management for BYOD can be deployed in two ways: as a standalone app or through a workspace container solution. With AirWatch s Workspace, Secure Content Locker users can download documents straight into Secure Content Locker and open links straight into AirWatch Secure Browser, so documents or their elements are never exposed to unmanaged apps. MDM Deployment Organizations with corporate-issued devices should consider a mobile content management solution that is integrated with existing MDM. An integrated solution will allow seamless management of devices and content from a single console, so administrators can avoid the hassle of managing content with a separate

5 solution requires administrators to sign into one console to manage devices and another to manage content. Integrated solutions can also create a more seamless user experience across corporate apps. AirWatch Enterprise Mobility Management has a comprehensive, unified code base, which means each solution is fully integrated and shares a single architecture, enabling single sign-on, multi-tenancy and enterprise integration. The flexibility of the EMM platform also allows for flexible deployment options, so business leaders can choose mobile content management deployment through MDM for corporate-issued devices, and through Workspace or as a standalone app for BYOD devices or for file sharing in the extended enterprise. Business leaders should opt for a solution that has the flexibility to have integration across file repositories, so that all the existing repositories an organization is already using SharePoint, Google Drive, etc. are accessible from mobile devices within the mobile content repository. In Secure Content Locker, AirWatch lists all the repositories in a menu bar automatically assigned to the user based on their credentials and access permissions set by IT so those resources are made available to the user. There are two major approaches in the mobile content storage space: on-premise solutions and enterprisegrade cloud storage solutions. On-premise solutions tout the security of local servers and play up the riskiness of storing data in the cloud, while enterprise-grade cloud solutions attract customers with a model that is similar to the consumer file sharing services that have already entered into many corporate environments, often through the back door. AirWatch supports both on-premise and cloud storage options. On-premise solutions allow IT administrators to link mobile content management to existing network file systems such as SharePoint, WebDav and network servers. They also offer the added security of storing all content on local servers that a company owns and can be a good options for companies who are ready to make the infrastructure investment. AirWatch also offers cloud storage through the AirWatch Cloud and can integrate with cloud storage solutions like Amazon EC2 and cloud repositories including Office 365, SkyDrive and Google Drive. In the cloud storage model, IT administrators can build a content solution and set policies and profiles based on the user group or device type that is used to access content. In conjunction with mobile device management (MDM), administrators can build custom profiles on a per-document basis based on parameters that MDM is already managing, such as location and device type.

6 epub A recent AIIM survey asked respondents which devices employees were using to scan or capture corporate data. Fourteen percent of respondents reported that employees accessed corporate data on smartphones or tablets with no app. A combined 28 percent are using smartphones and tablets with a security-enabled app. According to the report, the 14 percent using smartphones and tablets with no specific app are plainly running a considerable security risk that scanned content will remain on the device. Respondents cited encryption of on-device files the most important security feature before allowing mobile information capture. The AIIM report includes content creation on the device as a part of the definition of mobile capture, in its widest sense. Encryption of on-device files is an essential element of content security. But there are many additional layers of security that should be considered. Perhaps the two most essential are multifactor user authentication and the ability to distribute files over an encrypted connection. Multifactor authentication using existing corporate credentials may be the most effective and the easiest for employees to remember. This is only possible with MCM solutions that integrate with companies existing active directories. Encrypted connections ensure data is protected not only at rest, but also in transit. Together, these features will prevent anyone other than the designated user from being able to access the content. A third essential feature is the ability to remotely wipe a device of all corporate content. AirWatch s MCM solutions allow administrators to create a setting that will perform a device wipe automatically when a device is compromised. For example, if the wrong authentication code is entered several times in a row, an administrator could create a profile that would remotely wipe the device of all enterprise content automatically when a predetermined compromised status is reached. Administrators should ensure that wiping only enterprise content is an option, especially for organizations with BYOD programs. Other popular security features within AirWatch Secure Content Locker include opening, downloading and printing restrictions. These restrictions enable administrators to limit or deny access for third-party applications. Another is the ability to limit the opening of documents to a certain geographical range. This feature ensures that if a device is stolen and taken out of the specified range, no one will be able to access corporate content. Geographical features also ensure that a company s most sensitive documents can only be viewed in a controlled physical environment. Business leaders should consider choosing an MCM solution that is compatible with a secure browser. Secure Content Locker is compatible with the AirWatch Browser. Compatibility across those apps enables users to download files from a secure browser and open them in a secure content container (accessed via a secondary authentication) on the device. This compatibility ensures the file never leaves an encrypted space and is never prone to data loss threats. An MCM coupled with a secure browser will also allow users to access files in corporate networks through a secure connection, so even files that are not already pushed down to the corporate container can be accessed securely.

7 e epu B If an enterprise s users need access to not only shared corporate documents, but also their own work materials, business leaders should select a mobile content management solution that allows both corporate and user content storage. With user storage, users should be able to manage the content they create, both through personal folders in the mobile application and through a web-based self-service portal. Users will be familiar with this kind of management, which is common among consumer file sync and share services. AirWatch s Secure Content Locker Collaborate offers storage for both corporate and user content. With the desktop client, users can synchronize content to and from their desktop and mobile devices. Users can also share files and folders with colleagues and other collaborators through the web-based portal. The ability to collaborate via the MCM interface is paramount for companies that have remote or traveling workforces, or that share documents in the extended enterprise. Collaboration tools should allow not only mobile viewing, so documents can be accessed and viewed anywhere, but also mobile editing and annotating so they can be updated on any device. Alternative file-sharing methods that lack editing and annotating capabilities have been shown by an IDG survey to be restrictive. The goal of an MCM solution should be enablement, rather than restriction. More and more employees today demand an in-the-office experience for file viewing and editing from their mobile devices. And they should the ROI for the ability to perform work anytime, anywhere is tremendous. The ability to do so conveniently via MCM is a significant incentive for employees to continue working when they are traveling, during a weekday commute, or the moment an is received. MCM should enable employees to do more work more efficiently from their mobile devices, while simultaneously protecting corporate interests and preventing security breaches. As tablets become indispensable productivity tools at home, in the office and on the road, more and more business users will leverage them for essential work functions. These users will need more advanced capabilities, including the ability to securely create, modify and share documents from mobile devices. There are many solutions available today for collaborating on content, but many of these are light on security, and companies end up going to a third party to make file sharing secure. Security that is built into the collaboration tools is often more cost-effective and works more seamlessly than a pair of one-off solutions. AirWatch Secure Content Locker Collaborate enables users to edit documents as easily as they could from a desktop, with formatting options and advanced features such as find and replace. Ideally, the MCM solution will give users the option to save locally on the device, save and update in the content repository on the corporate network, or discard changes. Ultimately, editing tools should be easy to use in order to enable employees to work more efficiently from mobile devices.

8 epu B Cost-conscious companies will want to consider choosing a MCM system that allows administrators to limit synchronization and downloading to Wi-Fi only. In other words, updated files will sync to the mobile only when it is connected to a Wi-Fi network. The ability to enable offline access on a per document basis is also an important consideration if data costs are a concern. With Secure Content Locker, administrators can limit synchronization and downloading to Wi-Fi only and enable offline access on a per-document basis. These tools are designed to enable a mobile workforce while keeping data costs low. The right mobile content management solution can help reduce a business s operating costs in more than one way. Implementing mobile content management increases the ability to go paper free, or to significantly reduce paper consumption. According to a recent AIIM research report, companies can reap tremendous financial benefits by incorporating paper-free projects, such as MCM, into their business improvement initiatives. The report, Winning the Paper Wars, surveyed 562 information management professionals in organizations of all sizes. Results indicated that 74 percent of survey respondents have business improvement campaigns underway that would benefit from paper-free processes. Respondents cited the increased use of mobile technologies by employees as the primary reason for adopting paper-free processes. However, only 24 percent have a specific policy designed to eliminate paper, and most organizations have yet to address more than 5 percent of the possible processes that could benefit from electronic workflows. Adopting a MCM solution is a simple way companies can harness these benefits to increase productivity and nearly eliminate paper expenses. According to AIIM, MCM solutions enable productivity by triggering back-office processes immediately and cutting out the paper-chain between field workers, branch offices and the head office. MCM also makes telework and the savings that can come with housing fewer employees in a central office a more practical option for many companies. Per the results of the survey, two-thirds of those adopting paper-free processes report a payback within 18 months, and half see payback in a single financial (12-month) period. epu B Analytics and reporting are essential for determining the success of a mobile content management program. Administrators should be able to gauge how well, and how much, their users are accessing and using content from mobile devices. The ability to analyze use can help determine the success of a company s mobile content management initiatives, and even its mobility initiatives as a whole. And showing that users are accessing and downloading files frequently can help justify the expense of a mobility program. AirWatch has extended the analytics at a glance in its MDM dashboards to its MCM solutions. Real-time content dashboards in the administrator console enable a quick view of content inventory, at the organization,

9 file or device levels. Administrators can select device details to see all content in Secure Content Locker on a particular device, and select content details to see which devices and users have a particular file downloaded. All device events, such as content downloaded, and console events, such as an added content category, are recorded and can be viewed from the admin console. AirWatch provides a complete audit trail for admin and user activities. IT administrators can generate and export file and user activity reports, such as how many times a file has been opened or which users have downloaded a particular document. epub The most effective MCM solutions allow advanced administrative control options. Centralized control is a key differentiator from consumer file sharing applications. It enables IT administrators to access a simplified view of all activity related to mobile content on a single screen. While most MCM vendors include centralized controls, companies should also ensure they are purchasing a multi-tenant system, which allows the administrator to manage access for large groups of users. A system that integrates with existing active directories will simplify group management even further. Multitenancy also allows the delegation of administrative control across internal groups based on user role, so managers can manage user access rights and file privileges for the groups of employees they manage. Empowering multiple managers with administrative control is beneficial for several reasons. Appropriately assigned administrators will ensure that management of the entire workforce s content is delegated among relevant leaders and not left in a single IT administrator s hands. Furthermore, a manager of a group of employees will understand the content needs of his or her employees need better than the IT administrator. The MCM system should also allow each administrator to track document versions, updates and usage, as well as allow a real-time view of employees content-related actions. In effect, MCM should empower managers to manage more closely and more efficiently, while giving their workers the tools to work smarter. AirWatch s Secure Content Locker is a multi-tenant system with centralized controls, which allows administrators to define documents as restricted access, available only to certain user groups, or unrestricted access, available to all users. On unrestricted documents, many features are available, such as editing; an open into feature, which pulls up different apps defined by the administrator into which users can open content; the ability to directly out of content locker; and printing. Users can save changes locally or back to the server or discard changes. But setting all of these restrictions shouldn t be left to the IT administrators alone. Administrators can designate relevant leaders as content administrators, so the appropriate team leader can manage content availability for his or her team.

10 epu B Global business is on the cusp of a mobile revolution, which offers companies a tremendous opportunity to get ahead of the curve. The best mobility strategies create empowerment without sacrificing security. And giving users access to content is a key element in that strategy. If companies do not find a secure way to get content devices, with a solution employees will use, research shows they will find a way to do it themselves. Now is the time to give employees a certified, compliant way for them to use these technologies. The future is bright for mobile empowerment. Beyond the ability to work from anywhere, organizations will reap major benefits from access to broadcast channels through MCM. Both synchronous and asynchronous content collaboration will begin to proliferate among large organizations. But global businesses face an additional challenge when it comes to MCM. A company s scale can be a challenge when implementing an MCM solution that will be used by multiple user groups in multiple locations. AirWatch has always embraced a strategy of multitenancy, which is the ability to manage units inside larger units, to make management easier for administrators and more precise for business leaders. Moreover, AirWatch s Mobile Content Management solutions are part of a much larger EMM platform, and that platform gives each individual tool power. Within a platform, each tool is made more powerful by the fact that each is interoperable with the others, that each is part of a familiar platform that business users already know and are familiar with, and that is already connected to existing directory structure. When multiple solutions a secure browser, client, and content management system are linked together as a platform, administrators empower their users with a seamless user interface, while reinforcing the security of their devices.

11 Additional Resources For additional information, please visit To get started with a free trial of AirWatch, visit AirWatch Global Headquarters 1155 Perimeter Center West Suite 100 Atlanta, GA United States T: E: sales@air-watch.com About AirWatch AirWatch is the largest Enterprise Mobility Management provider in the world with over 1,600 employees globally. More than 9,000 companies trust AirWatch to secure and manage their mobile enterprise. With market-leading solutions for mobile security, device, , application, content and browsing management, we simplify enterprise mobility.