Oracle Documents Cloud Service. Secure Collaboration for the Digital Workplace

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1 Oracle Documents Cloud Service Secure Collaboration for the Digital Workplace

2 Dawn of the Digital Business Today s organizations need agile information systems to fully embrace the digital experience. Workers want the flexibility to tap into corporate applications and information anytime, anywhere, and from any device. Some line of business (LoB) organizations are attempting to meet these needs with cloud-based file sync and share solutions. These consumeroriented technologies are certainly an improvement over sending attachments. But the digital experience isn t just a function of convenience. It also depends upon the quality and security of the information being exchanged. Sharing files with consumer-oriented file sync and share products has inherent problems, such as a lack of integration with enterprise applications and little or no adherence to established information management policies. In addition, these point solutions don t readily integrate UNITING BUSINESS AND IT WITH ORACLE CLOUD SOLUTIONS» Mobile Be productive anywhere with convenient file sharing and synchronization across devices.» Integrated Extend on-premises content and business applications with cloud content collaboration services.» Secure Safely share files with internal and external colleagues.» Enterprise-Class Enable enterprise security and IT controls while standardizing on one solution for all organizations. The software industry has seen a 47 percent growth in cloud processes, forcing companies to rethink their IT strategies. GARTNER, 2013 with on-premises content management systems, leading to fragmentation and ultimately causing more problems than they solve. The IT department ends up with a new silo of information or many new silos and runs the risk of losing control over critical or sensitive data. According to a Dynamic Markets study, one-third of cloud adopters are pursuing cloud strategies that are not properly aligned with business initiatives. 1 Consumer-oriented file sync and share systems often fall into this category. A New Approach: Enterprise Collaboration in Oracle Cloud CIOs want file-sharing solutions that give them the best of both worlds: the convenience of a cloud-based file sync and share system combined with the rigor and control of an enterprise-grade system. Oracle has the answer with Oracle Documents Cloud Service, a comprehensive content sharing and collaboration service that resides in the cloud yet integrates with all the existing information assets of the enterprise. This full-service collaboration environment permits LoB users to easily share content and exchange ideas while the IT department governs security and is assured control over document management policies, user authorization, and security. Heterogeneous, Closed-Loop Interactions Oracle Documents Cloud Service integrates with other Oracle platform-as-a-service (PaaS) solutions and underpins Oracle software-as-a-service (SaaS) solutions as well. It includes a rich set of APIs to integrate Oracle s robust document management services with many types of software applications from Oracle and third parties along with an integrated content management system to pull information from on-premises data sources. 1 Cloud for Business Managers: the Good, the Bad, and the Ugly, Dynamic Markets,

3 For example, you can infuse popular applications such as Oracle Sales Cloud or Salesforce.com with contextual content. This permits business users to integrate document and collaboration services with their day-to-day activities as well as to create closed-loop business processes and workflows. Executive Presentations Having a standard cloud platform for collaboration and document exchange helps you share information that may be stuck in application silos as well as to act on that information in a consistent way. You can standardize on Oracle s secure platform service to enable a unified environment for content management, file sharing, and collaboration. Meanwhile, the mobile workforce is empowered with relevant, contextual content available anytime, on any device. Oracle Documents Cloud Service includes a Presenter app that uses an Apple ipad or other mobile device to present documents and project them onto a large screen. Everything is easily accessible and neatly catalogued. COLLABORATION OBJECTIVES» Mobilize enterprise content» Make information available in context» Avoid content silos» Enable closed-loop business processes Point file sync and share solutions create new silos of information that lack governance and control and significantly increase the risk of accidental disclosure of sensitive or confidential information. MELISSA WEBSTER, IDC Popular Use Cases for Cloud-Based Collaboration Consider a corporate compliance department that needs its outside counsel to review information in proprietary contracts. They want to streamline the review process and improve coordination among attorneys and managers at the head office while ensuring proper security and retention of each document. Oracle Documents Cloud Service extends the review process to the cloud and allows for proper versioning of documents. It automatically updates the enterprise system of record all in accordance with company policies. Or perhaps a service department needs a way to efficiently communicate with field technicians through regular service bulletins. Oracle Documents Cloud Service makes it easy to establish automated distribution processes that continually upload new bulletins and make those available off mobile devices, the web, or desktops. Updates can be tracked, versions managed, and all documents automatically stored within an on-premises content management system as the master record. Users can share insights via an integrated social network that taps the knowledgebase for best practices on current service issues. In another example, a sales director might need to publish a pricing catalogue for an extended network of resellers. Since prices change multiple times in a single day in response to competitive analysis, this company needs a way to sync updates from the on-premises systems to the pricing sheets that partners access via a web portal. Oracle Documents Cloud Service allows the firm to rapidly share pricing information from the 2

4 T HE VALUE OF ORACLE CLOUD SOLUTIONS» Integrate with Oracle s PaaS and SaaS solutions for rapid automation» Mobilize content from existing applications on premises or in the cloud, Oracle, third party, or custom» Achieve a cutting edge by tying content to business processes» Take a top-down approach to digitizing your business» Improve digital experiences and redesign customer, partner, and employee experiences» Unite SaaS and on-premises applications» Bring together people, processes, data, and content for fast, informed decision-making» Drive business value across LoBs without compromising security ERP system so that resellers and sales representatives have the latest information available on their devices. Access history reveals which partners have viewed or downloaded the information. These common use cases have three essential attributes in common: connections, context, and control. Digital businesses don t deploy file sync and share solutions in a vacuum. They often need to integrate new cloud solutions with their existing business processes. And they must enforce proper security controls to ensure that there is no loss of intellectual property and to mitigate potential regulatory risks. A Cohesive Platform for Collaboration in Oracle Cloud While some LoBs implement tactical cloud solutions for specific business problems, ideally all cloud investments should complement and extend existing applications, content management systems, and infrastructure. To that end, Oracle has designed Oracle Documents Cloud Service as one of the key PaaS services available through Oracle Cloud. Oracle Documents Cloud Service integrates with Oracle s PaaS solutions such as Oracle Process Cloud Service to create content-rich processes and with Oracle Java Cloud Service to allow extensions for custom actions. It also works hand in hand with Oracle Fusion Middleware on-premises technologies such as Oracle Business Process Management (Oracle BPM), Oracle WebCenter Sites, Oracle WebCenter Portal, and Oracle Social Network. Oracle Documents Cloud Service has also been designed to support native integration with Oracle s SaaS and on-premises applications and drive integrations with custom and third-party applications using REST-based APIs. An embeddable user interface allows organizations to embed Oracle Documents Cloud Service folders within applications, giving users a seamless contextual experience. Finally, because it is an Oracle service, Oracle Documents Cloud Service offers complete security control for data at rest, in transit, and at access points. And, Oracle s global data centers allow organizations to comply with data residency requirements. Today, 1.6 billion people around the world access the internet using a mobile device; by 2018, there will be 2.5 billion mobile internet users. In developed economies, more than 90 percent of the population accesses the internet using a mobile device. IDC, 2015 Conclusion: Extending the Digital Workplace Today s digital businesses know no boundaries. Employees, partners, suppliers, and customers are part of an extended enterprise that includes on-site and remote participants. Technology conveniences in the consumer world have raised the bar for 3

5 these digital businesses. Workers expect a frictionless exchange of content, apps, and ideas. However, IT must insist that all file sharing and collaboration solutions complement and extend corporate technology investments and properly integrate with established systems of record. Oracle Documents Cloud Service enables secure collaboration for the digital workplace. This popular PaaS solution features tight integration between cloud-based content and on-premises content, minimizing fragmentation and avoiding the proliferation of cloud silos. Far beyond a simple file sync and share solution, Oracle has developed a complete cloud collaboration solution for the digital workplace that integrates with all types of business processes, applications, portals, and content management systems. It includes granular security controls, robust administrative tools, and a complete audit trail with detailed reporting. Users gain in-context access to content anywhere and on any device while IT maintains control over the organization s valuable information assets. For more information, visit cloud.oracle.com/documents. 4

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