Switching from Box/DropBox/Google/OneDrive to Oracle Documents Cloud Service

Brian “Bex” HuffChief Software Architect

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Intro

Brief history of the cloud Overview of Oracle Document Cloud Why should I use Oracle cloud? How should I switch? Tip & Tricks Future of Oracle Document Cloud Questions?

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Brief History Of The Cloud…

Most critical IT is consolidated

Every 5 years there’s a new innovation that central IT wont manage• Email, web, social media, now cloud-based collaboration

Drivers always the same: faster communication & collaboration

Latest trends become consolidated when they are critical• Cloud rapidly becoming critical

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Cloud Trends

Enterprise Content Management: $6 billion field, 8% growth• Your current on-premises solution

Enterprise File Sync & Share: $400 million field, 20% growth• Your current or future cloud solution

Same trends/issues we have always seen• Users want rapid, easy collaboration with a good UI• Enterprises concerned about security, and yet another content silo

New trends• Bring-your-own-device crowd want easy use, little to no training• Hybrid solutions critical to balance security and ease of use

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Real-World Cloud Use Cases

Hotel• External collaboration on sensitive documents with outside legal council• Benefits: Streamlined review process and improved coordination

Research Institute• Collaboration with scientific community with multi-step review process• Benefits: Improved community engagement and collaborative research

Transportation Company• Publishing of time-sensitive spot prices with full audit trail and archiving• Benefits: Improved partner communication and rapid information sharing

Pharmaceutical Manufacturer• Sync & share for mobile employees of controlled documents and IP• Benefits: Improved productivity and collaboration with mobile access

Demands of the Mobile Workforce

Content access

Easy sharing

Mobile & offline

Proliferation of Cloud Silos

Fragmented vendors Lack of integration

Management complexity

Lack of Security and Control

Consumer solutionsLoss of IP

Security and audit controls

Cloud File Sharing Challenges

ECM Strategy

Single source of truth

Content lifecycle

headaches Security and

control

Cloud Strategy

Proliferation of vendors

Lack of integration

Management

complexity

Application Strategy

Application integrations

Poor mobility support

Extending existing

processes

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The Bigger Challenge

Hybrid ECM

Seamless integration with on-premise

Single system of record Security and compliance

Consolidated & Integrated

Cloud and on-premise

Applications

extended Process

automation

Strategic Cloud Vendor

Leader in SaaS

Most complete PaaS

Unified

infrastructure

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The Oracle Solution

Data Isolation and Security

Enterprise-grade data

controls Oracle Cloud

Certifications

Flexible Administration

Streamlined User Management

Configurable Permissions

Detailed Reports and

Dashboards

Best-in-Class Cloud Infrastructure

Leading Cloud Service Provider

Most Complete Portfolio

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Enterprise-Class Cloud

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Why not stay with current vendor?

Niche vendor. Not enterprise-grade.

Niche vendor with uncertain future. Limited integration with Oracle

solutions

Not Open - No published APIs, no integration capabilities.

Fragmented cloud strategy. Overlapping offerings.

IBM SmartCloudConnections

Overlaps with SharePoint in the cloud. No integration with Oracle solutions

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Why Oracle?

Strategic Cloud Vendor• Broadest platform and application offering in the cloud• Avoid content/application silos• Enterprise grade data controls and security• Don’t just think about documents! Think about all possible integrations!

Content-Enable Your Applications• Embedding Document Cloud Service is incredibly simple• DCS embedded in multiple Oracle cloud apps already

Unified (Hybrid) Approach to Content Management• Cloud-based approach, and on-premise based approach

Oracle Cloud

Software-as-a-Service

Platform-as-a-Service

Infrastructure-as-a-Service

Other Clouds

Broadest Cloud Platform Available

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Security: Safe Harbor Has Changed!!!

US can no longer be a safe harbor for EU data• http://www.natlawreview.com/article/us-no-longer-safe-harbor-european-da

ta

An EMEA customer will need an EMEA data center• So given Oracle allows you to pick an EMEA data center, that’s great!

No other document cloud provider can offer this service• DropBox cant, Box cant, OneDrive scans your photos and messages!• Google doesn’t even know where your data is located

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Global Data Centers

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Regulatory Compliance in Oracle Cloud

DIACAP

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Cloud, On Premise, or Hybrid?

Hybrid approach is best of both worlds• On premise solution for highly secure content, or highly customized apps• Cloud for simple interaction with the outside world

The hybrid approach is superior to all cloud, or all on premise• AT PRESENT!• Oracle hopes within 10 years the cloud is superior to on premise• By then, the “private cloud” will be the on-premise hybrid application

“Nearly half of large enterprises will have hybrid cloud deployments by the end of 2017” -- Gartner

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Hybrid is Likely What you Want

Think of cloud like a collaboration application• Use whatever tool you want to create content,• Use the hybrid source of truth for storage and non-collab sharing

Critical business content needs a permanent home• Could be cloud: documents for customers & vendors• Could be on-prem: document for employees & partners

When migrating, must not forget findability!• Folders structure, metadata, or naming convention for files

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How to switch?

Custom code• Doc Cloud has a ReST API that is fairly easy to use• Can be called from any web savvy programming language• Java, C++, Python, even pure JavaScript• Can make custom connector in about a week for admin use

• Much longer if you want a nifty UI!

Third party apps• SkySync: integrations with most cloud and on premise solutions• ECMG: integrations with most on premise, can make custom connector

Quick demo of SkySync

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SkySync

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Is Consolidation Even Needed?

If we can use SkySync, why bother consolidating at all?

Content silo issues• Where is the “official” version of the document? Which cloud?• Admin concern: need one sync job per cloud per user!

Advantages to Oracle Cloud architecture• Better performance: lower latency if its all in one data center• Avoid application and content silos• Incredibly easy to embed Doc Cloud into other apps

Can still use other cloud offerings• Use the free accounts for collaboration with clients• Move to single source of truth when collab completed

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Tips & Tricks

Metadata Security Which content to put in the cloud? Embedding the cloud Gaining buy-in

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The Metadata “Tax”

Not many cloud providers offer custom metadata• Customized schemas do not scale well in a multi-tenant system

Oracle will “soon” be offering custom metadata in the cloud!• Implementation details hazy, but possibly using JSON blobs• Initally only through the API, eventually through the UI

Synching from Oracle cloud to another cloud will lose this metadata

Until metadata support, limited search ability• Search based on file name/author/date, or browse based on folder

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Security Tips

Can create public links to documents, but do with caution!• Name every link so you know who its for• Set a reasonable expiration: 1 day? 1 week? 1 month?

Can share specific folders with specific users• Cannot change the ‘owner’ of a folder unless you delete the user• Nothing available through the API yet

Roles are much more limited currently• Viewer, Downloader, Contributor, Manager

Analytics when a public doc is viewed• Can name links to documents, let them expire

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Security: Data And Application Controls

Optional support for “public links” to content• Does not require a login, can be forced to expire

Can also have an “application link” to open embedded interface• Token to view item or folders, expires by default in 15 minutes

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When Might the Cloud Be Inappropriate?

Health Data• Personally identifiable health information• Diagnoses, treatment, payment, insurance information

Financial Data• Social Security numbers, credit card numbers, • Passport numbers, bank accounts

Personnel Data• Identifiable HR and information for staff

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Embedding The Cloud

Main home page• https://foo.oraclecloud.com/documents/home

Embedded home page• https://foo.oraclecloud.com/documents/embed/home

Embedded search of all content• https://foo.oraclecloud.com/documents/embed/search/global/switching

Embedding a file/folder selector with JavaScript• https://jsfiddle.net/2zokytgv/

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Gaining Buy-In

You cannot control your customers or partners• They will choose what they choose

Is synching sufficient? No…• Synching helps so your users don’t need a dozen paid account• BUT, still need a single source of truth for critical documents

When should we restrict access?• When critical information is stored in a silo, it should be moved• When security is a concern

Same problem with personal/professional email servers• Not 100% solvable, but manageable

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Future of Oracle Document Cloud

New release of product last week• New items announced, skip this bit?

New roadmap announced this week• Metadata support• Process / workflow• Social support for conversations about content• Digital Asset management• Team Workspaces• Lists• Cloud capture

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Oracle Sites Cloud Service

Web-based website builder tool• Stores files in doc cloud service

Pure HTML5 and JavaScript• Can create custom “application” links to embed other apps• Can create custom “components” to build a website

• WYSIWYG, image, map, youtube video, etc.

Comes FREE with Docs Cloud!!!• For lightly trafficked web sites… details coming soon

Available soon, in “November”• Will likely see rapid dev cycles

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My Company: http://bezzotech.com

My Blog: http://bexhuff.com

My Self: bex@bezzotech.com

Questions?