Box cloud content management helps simplify digital work

To stay competitive in today’s digital age, organizations must make business documents ever more useful, and the cloud can help create an authoritative repository that users can access anywhere.

But there is a catch. Disparate business applications often rely on their own content silos.

With so many tools and applications running in the cloud, content can become easily fragmented and there is a need for an authoritative recording system, Box CEO Aaron Levie told BoxWorks 2019.

Box is committed to helping businesses overcome content fragmentation to become an authoritative repository for business documents, offering content services to simplify digital work. Box Cloud Content Management (CCM) now focuses its product development efforts in three areas: rapid integration with enterprise applications, content security, and collaboration within the extended enterprise.

Critical business applications

Application integration promises to make CCM an integral part of the digital ecosystem, and Box continues to make improvements. Over the past year, the company has released a series of new SDK, platform elements and integration hubs packaged for integration with Oracle, Google G Suite, Outlook and ServiceNow.

Box customers are now developing mission-critical applications using the Box platform. For example, Delta Material Services (DMS), a division of Delta Airlines, is leveraging Box to power a new B2B application designed to reduce sales process cycle time and increase efficiency. DMS sells aircraft and aircraft parts to aviation customers around the world, and buyers must access the complete maintenance history of each aircraft or aircraft part, which the company maintains in a federally certified repository. Aviation Administration developed many years ago using Documentum. Box integrates with Documentum via a hybrid cloud connector. Relying on semi-automated processes, DMS staff members then upload and store maintenance documents directly in the CCM repository. Aviation customers can easily find the authoritative information they need to investigate their purchasing decisions on the web, and Delta, in turn, is using its old repository of maintenance documents to digitize a key milestone in the industry. selling process.

Box is committed to helping businesses overcome content fragmentation and become this authoritative repository for business documents, providing content services to simplify digital work.

Likewise, a private equity investment firm depends on Box to manage investment documents within its collaboration portal. Staff members share structured information about potential transactions using a ServiceNow application, and they access and update lengthy transaction-related documents managed in a CCM repository. Box provides ServiceNow IntegrationHub to connect this employee experience with the underlying record repository. Controlling access to transaction-related information is essential and Box ensures the security of collaborative teams. Only people working on a particular agreement can access the relevant document collections.

Enterprise-grade security

Box also continues to improve the security and compliance capabilities of cloud content management. The company is expanding Box Zones – its hosting service that geographic fences storage of content in predefined geographic areas – in new countries. Over the past year, the company has introduced new forensic retention, eDiscovery, and two-factor authentication features for external collaborators.

Perhaps the most innovative cloud content security capabilities are yet to come. Launched earlier this year, Box Shield uses machine learning to detect gaps in content usage patterns and enforce classification-based security policies against accidental data leaks. After customers define security categories for their content, Box continuously monitors how users access and use content, identifies new patterns, and alerts admins to potential issues.

Collaboration and workflow

Box also continues to focus on content collaboration, providing access to team spaces through a shared repository. Over the past year, the company has introduced additional collaborative features, such as folder-level metadata cascading, easy sharing, thumbnail previews, and large file support. These features will ensure that Box remains competitive as a platform for team computing in the extended enterprise.

Advance the needle on ad hoc information sharing – convert content streams to pools, then again – is another matter. In theory, workflow should be an attractive way to channel information flows and reduce reliance on email. However, over the past two decades, many companies have tried with little success. It is difficult to replicate the ad hoc communication capabilities of email. A technically savvy person should first consider the workflow and structure the steps of the activity flow. Sending and receiving emails often remains the preferred channel for team coordination, leading to mailbox overflow issues.

Box is also relaunching its workflow product, Box Relay. This redesigned product promises to make it easy for non-technical staff to envision workflows, coordinate information flows, and reduce reliance on email. In addition to restructuring the design experience for industry workers, Box Relay integrates content metadata that categorizes content in the Box repository directly into workflow designs. Time will tell if the incorporation of content categories into the stages of a predefined activity will finally make ad hoc workflow a viable alternative to email.

The simplicity of digital work

With its continued investments in application integration, enterprise security and ad hoc information sharing, Box continues to introduce new directions for cloud content management. Businesses can develop innovative applications for content that is stored and managed reliably in a cloud-based recording system, but the challenge is simplicity – keeping the applications intuitive and adaptable.

Box has a proven track record in mapping future for digital work. Over the past year, it has introduced several features to make the business journey more promising and profitable, mitigating organizational risks, while increasing individual productivity and workgroup performance. Box offers many features for inventive business designers to simplify digital work. Of course, these are not out of the box solutions; some assembly is required.

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About Donnie R. Losey

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