WHITE PAPER. Mobile Document Management. with eakte2go*

Transcription

1 WHITE PAPER Mobile Document Management with eakte2go*

2 Contents The New World of Apps... 3 Electronic files for businesses... 3 Government Agencies as a Modern Employer... 4 The eakte2go App... 5 An Opportunity: The Windows* 8 Pro Platform... 5 The Back End... 6 Appendix: Glossary of Technology Terms... 7

3 Mobile Document Management with eakte2go They're everywhere. Calling it a trend would be a gross understatement. Smartphones and tablets have permeated not only personal lives, but also the business world. Even at work, users no longer want to be without the advantages their mobile assistants bring, including: 24/7 availability Access to the most up-to-date information and data from anywhere Intuitive control through ergonomic tapping and swiping This development presents a massive challenge for IT departments. To meet business requirements for safeguarding company data, they must develop, and continuously support, secure configurations for the vast range of mobile devices and their operating systems and apps. At the same time, they must keep costs from spiraling out of control. The New World of Apps Today's technology world is not built on large programs with powerful features. Instead, apps are in charge. With a quick learning curve, these apps are easy for anyone to master. Often, departments in users' own companies develop them for uses like: Giving product presentations and virtual demonstrations of how products are used at the customer site Visualizing service and repair plans to save technicians in the field time and money by providing everything they need or helping them access information from the job site Helping to manage travel expenditures so that missing documents are no longer an issue Another unbeatable advantage is that a continuous improvement process is already built in thanks to direct feedback provided by users. Apps can also directly integrate features of mobile devices like smartphones and tablets. For example, a smartphone user might save time by photographing documents, processing them on the spot, and integrating them into existing files. Electronic files for businesses Much of what used to be done on paper is now done in electronic form. Often, paperbased processes can no longer keep up with the speed of business.

4 Time is money, and not only in the manufacturing sector. The time a machine stands idle costs a company money. By networking manufacturing systems with one another and with the office IT as defined by Industry 4.0, a project of the German government that promotes the computerization of traditional industries such as manufacturing it is possible to send a maintenance report to the appropriate persons as soon as plant maintenance is performed. This means the process can be quickly restarted and production can continue. A paper report would delay the restart of the plant system unnecessarily. Of course, the disappearance of paper also brings obvious challenges including: New regulations that treat an electronic invoice as an equal to a paper invoice Compliance with regulations Increasing fiscal requirements like retention periods for electronic documents and s These challenges require efficient filing structures. Also, it is increasingly important to accurately document business processes and to safeguard business knowledge. File management features that enable businesses to streamline their processes can simplify all of these matters and also be useful in daily operations. Companies normally do this with a document management system that functions as an electronic filing cabinet, or e-file. Today's workplace requires solutions that move e-file into today's world of apps. Government Agencies as a Modern Employer Today, even government agencies are increasingly relying on mobile devices and apps. Besides competing with industries to attract talent, they also want to present themselves as cutting-edge employers. For government agencies, as for other employers, the workplace should support employees in their daily tasks with smartphones, tablets, and mobile applications that go beyond the office desk to help integrate data that was paperbased into the electronic workflow. These apps can also prevent media discontinuity, the interrupted processing of data, a problem that arises with paper-based documents. Along with device mobility, the ergonomics of the apps also play a key role. With work processes becoming more electronic, electronic filing and e-files are becoming more compelling. This is not only because of statutes like Germany's E- Government law, but also because public administrations must completely and comprehensibly document their processes and decisions. Efficiently managing written material ensures the structured filing of documents and procedural information in documents and files. E-file is implemented in an architecture defined by requirements of the German Federal Ministry of the Interior (BMI) as an electronic filing cabinet in the form of a document management system, components for file processing, and a structure for informal cooperation purposes.

5 The eakte2go App In this context, Computacenter has developed a solution called eakte2go* that maps the real model of what is known as a reference file. Users can download the encrypted app to their mobile devices and use it to process reference files, partial excerpts of a file, online. Thanks to an offline mode, this is possible even without a network connection. Data security for the file's contents is a fundamental issue, especially for public authorities. This is ensured by device or document encryption. eakte2go is platformneutral, with each operating system having its own special features that can be used to implement the app. This means that eakte2go is fully tailored to the touchscreen of the platform in use. The user-friendly app offers different functions for a variety of use cases in daily work. The user selects the scenario and related functions. Navigation is easy within files and document sets. Mechanisms such as check-in and check-out functions ensure the integrity of the documents on the server and in offline situations. Documents can be edited on the device using comments and revision marks. Editing conventions, such as different revision mark colors, are mapped in the hierarchy. Additional functions offered by the mobile device are integrated. For example, it is possible to capture new documents as photos using the device's camera and then process them. New components of the reference file can be included into other workflows that recognize the documents or ensure that they are identified in the back end. The user can resubmit documents with revisions to the server. Along with reference files, eakte2go also offers functions for what are known as sessional files, as well as functions for the auditor in the field. An Opportunity: The Windows* 8 Pro Platform How can IT departments meet growing mobile application requirements with a budget that's not growing? One possibility is the Windows* 8 Pro operating system with mobile devices based on Intel technology. Ultrabook devices offer completely new opportunities in this respect. And 2 in 1 devices such as tablets or notebooks offer flexible work options tailored to users' needs. Offering optimal touch operation, Ultrabook devices are also based on a standard Windows kernel. This means reliable security mechanisms such as a centralized policy management, VPN, identity management, or device encryption can be used on mobile devices and maintained at a reasonable cost in a company's or government agency's IT landscape. The modern Windows 8 Pro offers an intuitive, graphic user interface. Classic Windows functions, such as the context menu, have been converted for touch operation and enhanced to support popular features such as swiping and the active app task bar. The operating system's multi-tasking feature can be used on the graphic interface as well. The split screen displays multiple apps next to one other and supports their interaction. eakte2go uses this feature to display the documents currently selected in preview mode while navigating within the file. The eakte2go interface is designed to comply in full with Microsoft's design guidelines for apps.

6 The Intel vpro platform can help lower support costs and help implement security requirements. The Intel vpro platform also offers active support in risk management, protecting confidential personal and business data, protecting identities and website access points, and providing remote and local monitoring with recovery and repair. The Back End eakte2go can be used with any back-end document management system (e.g., a DOMEA* system from Open Text) because the eakte2go design is based on the Content Management Interoperability Services (CMIS) standard. This interface makes it possible to access various repositories. eakte2go uses a task-related partial representation of content to minimize back-end system complexity, something that is particularly helpful in mobile working situations. The voluminous file meta information in the back end is significantly reduced for the app, as well as the document directory depth within the file. Along with device authorizations for mobile use, the app passes on the specific back-end authorizations. E-file systems are now so prevalent that a solution such as eakte2go is an attractive innovation for both companies and government agencies. Employees can have an application tailored to their needs as they work. eakte2go also meets the demands of business processes that are becoming increasingly electronic based. They can become more streamlined thanks to efficient filing structures, ensuring that business knowledge is managed safely and intelligently.

7 Appendix: Glossary of Technology Terms Intel Active Management Technology (Intel AMT) Intel AMT enables remote management of platform applications. Hardware-based keyboard, video, and mouse (KVM) remote control plays a key role. This technology enables IT specialists to remotely access the computer connected to the company network, through Ethernet cable or WLAN, as if they were sitting in front of it. Monitor output is transmitted on the remote screen even during the booting process. Intel Anti-Theft Technology Intel Anti-Theft Technology can be used to remotely lock down computers if they are lost or stolen. This means the user's identity and business data are protected. Furthermore, Intel Advanced Encryption Standard New Instructions (Intel AES-NI) accelerated data encryption and decryption ensures that the data is encrypted up to four times faster than before. This means, for example, that companies can configure hard drive encryption as the company standard without restricting user productivity. Intel Secure Key Intel Secure Key is a hardware-based encryption technology that generates higherquality random numbers, making data encryption even more secure for online interactions. Intel Setup and Configuration Software 8.0 PCs and workstations can be set up in minutes using Intel Setup and Configuration Software 8.0. Alternately, existing standard software solutions for managing devices can activate and manage Intel vpro platform functions. The functions supported vary depending on the manufacturer. Intel Trusted Execution Technology (Intel TXT) Intel TXT and Intel Virtualization Technology (Intel VT) protect against difficult-todetect rootkits and malware. These threaten users working in cloud or virtual environments.

8 Protected Transaction Display Protected Transaction Display is an encrypted, secure I/O technology that prevents identity theft. It enables businesses and websites to confirm user presence, verify transactions, and create a secure PIN input prior to releasing credentials. Screen scrapers and keyloggers become less threatening as potential risk factors. Public Key Infrastructure (PKI) Embedded Public Key Infrastructure (PKI) is a second factor of authentication that is stored in firmware and used to authenticate users and servers and encrypt and sign documents. One-time passwords are available as an alternative to or supplement for secure VPN and website access, as well as seamless user authentication. This means tokens and smart cards are no longer required and can be replaced Use Case: Lenovo ThinkPad Helix* Computacenter tested eakte2go on the Lenovo ThinkPad Helix, among other devices. The app can be downloaded with encrypted transmission to the 2-in-1 device that runs on the Windows 8 operating system. Users can use the device as a notebook, and thanks to the detachable display, as a tablet as well. This makes it possible for employees to work with files both in the office and on the go, and at the same time, allows them to access all functions that eakte2go offers. In this way, the IT environment can be customized to a large extent to the needs of employees: with the Lenovo ThinkPad Helix, users are provided with those clients that best support them in completing their tasks Use Case: Lenovo ThinkPad Helix