B OFFICE 365 INFORMATION GOVERNANCE CHECKLIST APRIL-MAY 2020 5 BEST PRACTICES FOR IDENTITY GOVERNANCE AND ADMINISTRATION How AI is Redefining Contract Analytics● Print Post Approved: 100002740 Governing Busting the Classification the new cloud Myths of Digital Systems vs workplace. Transformation. Taxonomies. “Retention is massively important in Publisher/Editor CM simplifies GDPR, as is forced deletion of content Bill Dawes at end of phase. Content Manager can email: [email protected] licensing, V10 handle FOI requests so it can manage privacy, data retention and successfully release update delete content. Web Development & With version 10 of Content Manager due “Unfortunately, many organisations Maintenance out in the second half of 2020, aren’t turning to their records people to Cordelta Micro Focus has announced a new manage privacy,” said Gould. subscription pricing model for the ECM platform popular at all levels of Advertising Government in Australia. In a webinar Xinja banks Phone: 02 90432943 to announce the product roadmap for Email: [email protected] 2020 and beyond, WW Senior Director, Secure Content Management Solutions on Box for Micro Focus David Gould noted that Australia’s new mobile phone only bank Published by almost half of customers worldwide for Xinja has chosen the Box cloud Content Manager are in Australia. Transmit Media Pty Ltd document management platform to deliver customers’ bank statements and Gould said government users have been ABN 631 354 31659 account data via a portal. PO Box 392, Paddington NSW asking for a new subscription pricing 2021, Australia model for some time. They will now be Xinja’s financial lending team will also able to move from a perpetual licensing use Box as a way of managing Telephone: +61 (2) 9043 2943 payment with an annual support documents with customers. Fax: +61 (2) 8212 8985 payment to an annual subscription “We’re offering a new way to bank, a email: [email protected] license. Microfocus is also simplifying true alternative to Australia’s big four the number and variety of license types banks. Having happy customers goes a to reduce these to just three: one for Printed in Australia by long way to helping us break the an administrator/power user, one for a Spotpress high-cost, high-profit model of knowledge worker and a free read only Australian banking.” said Greg Steel, license for simply providing access to Chief Information Officer at Xinja. records. “To achieve this customer-centric goal, Support for Office365 will be a major we have chosen Box to help create an feature addition for Content Manager All printing paper is from mills and elegant and responsive experience for 10 due out later in 2020. This will allow a distributors that have received and our clients.” maintained accreditation with the standardise Office UI integration across Forest Stewardship Council (FSC), desktop and online editions and use of SAP provides Xinja’s core banking the Programme for the Endorsement OneDrive for collaboration. system. Xinja’s architecture is entirely of Forest Certification (PEFC) or the built on the cloud - with no on premise Improved Elastic Search integration will Sustainable Forestry Initiative (SFI) data centres. All data resides on include Index Scheme improvements and Certification certifying that the paper Amazon Web Services. mills and distributors manage their performance improvements for forests under the strictest principles Document Content extraction. Head of Architecture Rohan Sharp said, “We have implemented solutions in of conservation. Further along in 2021 Micro Focus months where legacy banks would take intends to add capabilities for File All material in Information & Data years. Yes, that’s a result of our size and Manager is protected under the Analysis of Content Manager data to scale, we can make decisions quickly. Commonwealth Copyright Act 1968. identify sensitive data, content for clas- But it’s also a direct result of the fact No material may be reproduced in sification and candidates for disposition. part or whole in any manner that our technical landscape is modern, whatsoever without the prior written Future editions will also introduce decoupled and simple. enhanced disposition capabilities with consent of the Publisher and/or “We have a solid digital foundation in privacy-centric and business-centric copyright holder. place that we will be able to build on workflows. Editorial contributions are welcome. over the coming years. As we identify “Privacy initiatives have exploded across and roll out new features our platform All reasonable efforts have been the world,” said Gould, “with new will be built out to support them. made to trace copyright holders. regulations introduced in Europe, "It has always been a goal of Xinja to California, South Africa, Turkey, Canada The Publisher/Editor bears no give our customers access to their own responsibility for lost or damaged and many more on the way. After the data. Open banking is central to this. I material. The views expressed in introduction in California now 36 of look forward to the day that creative Information& Data Manager are not other 52 US states moving privacy fintechs can use Xinja’s services to those of the Editor. legislation through. provide value-added services to our While every care has been taken “As the premier records management customers – in a highly secure way.” in the compilation of editorial, no solution in the world, Content Manager Document security will be provided responsibility will be accepted by can provide a critical element in solving via Box KeySafe, Box’s encryption key the Editor for omissions or mistakes issues around privacy management. within. management solution; Box Zones, which “Deletion and retention are two of the enables data to be stored locally within The Publisher bears no responsibility most important data management issues Australia; and Box Governance, to for claims made, or for information today. ensure compliance and regulation provided by the advertiser. requirements are met. information & data manager | 1 DIGITAL WORKPLACE The COVID 19 Remote Working Paradigm Shift By Paul Hovey An interesting set of dominoes is waiting to topple in response to the COVID-19 pandemic. As government and business respond by encouraging, then compelling staff to work from home four things are going to happen in inevitable sequence: Domino 1) The “Oh dear – what now?” phase – 1-3 months from today tools. Business processes around collaboration tools will 1) ICT departments and business will need to work be in place, the bumps in the adoption will be ironed out, together rapidly to understand clearly what business use there will be a large portion that is now effective – cases can be serviced by the existing remote working potentially more efficient, not being in the office. model in place in their business. That part of the workforce will now be able to ask, with 2) If 100% of services are candidates for work from home authority of their productivity track record of the last as COVID-19 response and 40% of the workforce use couple of months “I want to work from home full time” or cases can be met – the existing designed ICT capacity even part time and this will create a change in the work- might be for 5% of the workforce, this would represent a force if even only 50% of the staff returning to the office capacity increase requirement of 700% over the existing ask for this – it is still a significant number of the workforce. remote worker solution. That will need to be delivered in the next 4-6 weeks FROM TODAY for some businesses. Domino 4) The “Hey, there’s an opportunity here!” phase – 9-12 months from today This will knock over the first domino, as virtual desktop environment that are on premise rarely scale well, the Once the C level sees – by force of this compelling event next viable option is using a cloud based virtual desktop that 40% of their workforce don’t need to be in the office – from Microsoft, Amazon e.t.c. – whilst there is a security ever - this leads to 2 final and obvious conclusions: risk that needs to be considered in this context, given the 1) Why do we need to pay for all of this office space? scale requirement (700% or more in ICT terms – overnight) there are really no other options to meet the business 2) If we are paying for all of these FTE and it doesn’t requirement. The shock waves this will create in ICT power really matter where they are, do they need to be onshore, structures will be a fascinating tale of its own. or can their positions be outsourced? Domino 2) The “How does this work” phase As part of phase 2, the “How does this work” a side effect – 3-6 months from today will be documenting business processes which makes outsourcing labour easy. Once the workforce is enabled from a technology perspective, who has a laptop, who can access all their The outcome from all of this will be: business applications through the remote desktop/ All psychological, technical, business process and even HR application solution, how do we work together. (insurance) barriers to letting staff work from home should Usage of workplace collaboration tools will need to be be broken as a result of COVID-19 taken up in very mature approach, morning video The long term effect will be a number of organizations conference team meeting calls, Microsoft teams’ folders using this as opportunity to outsource a large portion of for collaboration, work package WIKI’s, etc. their workforce in the wake of COVID-19 – which will be This is not a “we should use this technology” it will be a “In quite likely as this is already showing to create financial order for the business to continue – we Need to use these pressures on global stock markets – so there will need to remote collaboration tools effectively.” There has never be cost cutting responses to that pressure.