Thanks to everyone who joined our first State and Local Government Roundtable discussion on Thursday and thanks to Chris Tonjes, for being our first guest speaker.
For those who couldn’t make it, I’ve attached and highlights, and themes below. We have upcoming customer roundtable discussions in July focussed on Box Sign early Adopters and also Salesforce & Sign which might be interesting to you or your teams (signup links at the bottom).
Key Themes:-
- Box is compatible with MS 365 and provides features and controls around external sharing which MS 365 does not support
- Case Management is a popular use case, particularly using Salesforce and Box for content management
- Easy external sharing with controls and audit logs is a key requirement
- Ease of storage and previewing for large video files is becoming more important
- Ability to meet regulations is becoming more important for authoritative source requirements
- Interest in Box Shield for classification and retention controls and Box Sign for e signature
- Box is becoming a content aggregator because it can manage security and compliance requirements.
- Link to recording (requires an email to access, please email tdeely@box.com if you cannot access).
Guest Speaker Chris Tonjes Use Cases -
Combination of Public Safety/Social Services/Internal Service Provider for DC Govt
Chris started using Box six years ago as he did not want to share documents with opposing counsel using CDs/DVDs and wanted to use cloud.
Chris deployed Box as part of a larger transformation program to allow lawyers and other staff to work from anywhere. Allow govt lawyers to compete with more expensive private lawyers.
Chris has since expanded to other directions - horizontally across departments and vertically by expanding to more use cases with features such as Salesforce integration, Shield and Sign. Box is like a “Swiss Army Knife”
Use cases include Case Management with Salesforce and Box, and also moving from storing Docs on a local LAN to cloud for enhanced security.
MS 365 and Box
- Users aren’t confused, since they support different functions and are compatible
- James mentions that they use both, because people are used to shared folders and able to work with those folders in Box
- Beneficial because they don’t need to add more Microsoft Licenses for people to work on Microsoft documents when using Box. For example, Interns and students use Box, without needing MS 365
- Better to share through Box than OneDrive since they share a lot of with external collaborators
- Brandon also shares a lot with external users which is why they love Box and track with audit logs and admin control
- Ease of collaboration outside of your organization is the biggest selling point it seems for this case.
- Office 365 has challenges in addressing authoritative source regulations
- By default, Office 365 is a closed environment, and ease of collaboration outside the organization is an arduous process.
- Box makes workflow easier and gives you more granular control.
- For co-operative contracts, a scenario which involved collaboration across multiple different orgs, James uses Box inside MS Teams, which does not allow notifications to guest users, however, when uploads are performed in Box, notifications are handled via Box to the guest users.
- Allowed Naspo to address requirements from multiple different states
- Box folders can perform auto delete for co-operative contracts which should be expired
Use of Video is growing
Ability to easily manipulate and preview large video files is important, more and more data is being captured by video for criminal and civil evidence. Box supports over thirty types of video for inline viewing. Box is seeing use cases such as LIDAR and Drone footage and exploring making editing the video and watermarking the video easier.
Box Shield & Governance
Ease of sharing and use of Shield to restrict behavior for sensitive content. The best place to start is with a simple use case. Chris started with data such as Tax returns, that are protected by IRS regulations and was able to control access and report on who views. Shield also helps with classification and retention policies.
Ability to meet regulations is becoming more important for authoritative source requirements. Requirements include HIPAA, PII, FedRamp, StateRamp, and others which can be met with one repository in Box.
Challenges with waterfall permissions, see here for a Box Pulse thread on waterfall permissions. Box Pulse is our mechanism to capture and report on customer feedback
Box Sign
Chris, James, AJ use Box Sign
Easy to turn on for all staff in case they needed to sign docs. Made life easier for the Finance team.
Chris is using Box Sign with Salesforce and replacing the current e-sign vendor. Works well for court staff and back end management of agreements
Content Architecture:
Chris uses Box as a document management layer for use cases such as Child Support Management with over 200 users, with access granted to contacts setup in Salesforce.
For AJ, Front end is Salesforce and Box supports the ECM domain for Dept of Public Defender. AJ established Four key principles:
- Content Domain - Box handles indexing
- Added custom build with AWS endpoints (Lambda) to auto add folders for new cases and also give power to users to add additional folders for new cases
- Scanning documents for cases into certain folders
- Secure Taxonomy
- Searchability - metadata, available out of the box
- Security - driven from Salesforce, and built custom logic based on state of the case and uses Box APIs
The custom build required minimum development effort.
Upcoming Community Roundtables:
On July 20th, we will run a roundtable discussion for Box Sign early adopters. Signup here
On Jul 19th, we are running our second monthly Salesforce roundtable focussed on Salesforce and Sign. Please email tdeely@box.com to signup