Organisations today are faced with several challenges to ensure that their employees can meet the needs of the business. Their common concerns include the following: • How to prevent collaboration overload while still promoting knowledge sharing within the enterprise? • How to regain efficiency by the use of these collaboration tools? • How to ensure that confidential information is protected?

1. A LITTLE BEE BOOK
What is
Box?

2. This book belongs to:
A LITTLE BEE BOOK
What is
Box?
Taken from a variety of sources by Katie Woodward
For more copies of this book, or to read others in the series, visit: littlebeelibrary.com
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Organisations today are faced with several
challenges to ensure that their employees can meet
the needs of the business. Their common concerns
include the following:
• How to prevent collaboration overload while still
promoting knowledge sharing within the enterprise?
• How to regain efficiency by the use of these
collaboration tools?
• How to ensure that confidential information is
protected?
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4. 6
When an organisation is able to provide users with
the ability to manage content, securely share it
with internal and external users, and increase their
productivity, it transforms the way work gets done.
However, when organisations try to use such
collaboration tools inefficiently, it raises various
concerns about security, efficiency and
collaboration overload.
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A recent study from Harvard points out that the time
spent by managers and employees in collaborative
activities has ballooned by 50% or more.
So as employees get more and more involved in
collaboration activities, it leaves little time for actual
work, which severely impacts the already declining
team productivity.
IBM has formed a strategic partnership with Box to
transform work in the cloud, address these business
concerns and help organisations manage various
elements of collaboration.
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There could be multiple ongoing projects and
activities at any one time within an organisation, and
there are tools in Box that can help with the following.
Create your project workspace:
Create a folder in Box and invite your team to
collaborate around the project or the activity.
This gives your users access to any content in
the folder they are invited into and any subfolders
beneath. This ensures that only the right members
of the project are collaborating in a secure way.
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Organise your workspace:
As members take different roles in a project, you
can assign different roles in your workspace. In your
folder, Box allows you to assign a variety of specific
roles, such as owners, co-owners, document editors,
content uploaders and reviewers. This establishes
clear permissions for each user working on different
files in the designated workspace.
Improve efficiency:
With Box’s collaboration capabilities you can
streamline communication related to the tasks in
your project. Using these collaboration tools users
can manage tasks, add comments around the files
and content that they are working on, and alert other
members of issues and risks. Also, this creates a
history and audit trail of activities that can be used
for future reference.
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Secure file sharing with stakeholders:
Box provides the ability to share links to your project
files with stakeholders – both internal and external.
The internal stakeholders within your company can
view the files using Box links. Often there would also
be a need to share a file with external shareholders,
such as your prospects, clients and partners.
Box offers advanced levels of file protection for
sharing the content with people outside your team:
• Protect the file share link with a password to
prevent unauthorised access
• Set link expiration to enable time-bound access
to content
• Prevent users from downloading the document
and allow view-only access.
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In addition, project collaborators can have complete
file access information to determine which users
have viewed or downloaded the shared documents.
With this level of flexibility in a collaboration tool like
Box, you can not only improve productivity in your
enterprise but also have complete visibility and
control of how your company’s content is used and
shared by your employees.
Box Zones
Announced in April 2016, Box Zones enables
businesses around the globe to adopt Box as their
modern content management platform, while letting
them store their data in select regions in Europe and
Asia on the IBM Cloud.
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Box Use Cases include:
General Electric
GE will empower its employees to intuitively
collaborate and securely share files from any
computer, phone or tablet.
GE’s IT organisation was tasked with bringing
innovative, cutting-edge technology to roughly
300,000 employees located in more than 170
countries. It selected Box to make it easy for
employees to collaborate across business units and
with external parties; unify business information
across applications (thanks to Box’s open platform
and integration with other cloud and on-premise
solutions); and provide IT with the control and
administrative capabilities required to govern and
protect sensitive content at scale.
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Gap Inc.
Gap Inc. is a leading global retailer offering clothing,
accessories and personal care products for men,
women and children. Gap Inc. products are available
for purchase in more than 90 countries worldwide
through about 3,300 company-operated stores,
almost 400 franchise stores and e-commerce
sites. Box serves as a solution to streamline
critical internal collaboration and enable content
transparency and control.
Procter & Gamble
This legendary consumer goods company depends
on Box to enable 31,000 global users to share
content immediately. Procter & Gamble sanctioned
Box as a secure solution that interacts seamlessly
with existing legacy technology and supports simple
sharing with external parties.
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Box at IBM
Box enables businesses to securely access content,
share files and collaborate from anywhere and on
any device.
IBM offers its Consulting service’s deep expertise
and best practice implementing hybrid-use cases
and advanced ECM capabilities for many industries.
Clients can download a one-month free trial of Box
from ibm.com now!
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