Box is also an important element in several other organizational systems, including IRC\u2019s grant-tracking system, called the Opportunity Tracking and Implementation System (OTIS). With up to 700 grant applications being processed at a time, tracking can be overwhelming. Having all of the grant-related information organized in one place allows employees to access and share it easily.\r\n\r\nAnother function served by Box is support of training and change management. As IRC added platforms such as Salesforce and Office 365, users needed to gain confidence and expertise in order to ensure adoption. Therefore, a variety of videos and articles were posted to assist in this process, and sometimes individual remote training was offered to promote the technologies with those in leadership roles. Fackler credits Box with allowing people to communicate much more securely and effectively, which has now become a \u201cway of life\u201d for them.\r\n\r\nMetadata tagging trumps folder-based files\r\n\r\n\r\nEven with the prevalence of ECM systems, many people still rely on personal, folder-based filing systems. This makes collaboration difficult because this kind of information is not accessible to others. M-Files was founded on the premise that documents should be managed not by using folder systems but by tagging them with rich metadata and then present- ing relevant views of information based on the user\u2019s role. \u201cFolders can quickly become difficult to manage, especially in large organizations,\u201d said Ville Somppi, VP of industry solutions at M-Files. \u201cWhen extensive metadata is applied to documents, users discover that the ones they need can be readily accessed, and they become more accepting of using a centralized enterprise system.\u201d\r\n\r\nIn addition, when documents are precisely described and identified via metadata, it becomes possible to apply business rules that route the document through workflows. For example, a salesperson who wants to put through a proposal can create the document in a template and advance it to the next reviewer. \u201cThe system can enforce rules,\u201d explained Somppi, \u201cand by doing that, create a structured collaboration.\u201d In the case of a contract, for example, there could be a need for approvals at multiple levels. \u201cM-Files understands each file and what has to happen to it,\u201d he added, \u201cso it would send the document for the correct sequence of signatures.\u201d\r\n\r\nThe metadata allows robust security through its awareness of the document contents and the role of each user. \u201cIn the HR department, there might be only a limited number of people who have access to applicants for a job during a screening process,\u201d Somppi noted. \u201cAt the next stage, multiple hiring managers might be able to view the applicant\u2019s information. The ability to view the application is determined by the business rules for that stage.\u201d In regulated industries, tracking information can be extremely important. \u201cM-Files knows who sees a document, who changes it, and what the final outcome is,\u201d Somppi explained. \u201cAn automatic audit trail is created, so that the organization can go back and validate the document\u2019s movement through the workflow.\u201d\r\n\r\nSome customers hold back on deploying an ECM system out of concern that migrating all their data into an enterprise system might be an insurmountable barrier or would impair productivity. \u201cWe have some strategies to alleviate those pains,\u201d commented Somppi. \u201cFor one thing, users can continue with SharePoint or whatever product has been deployed previously,\u201d he said. \u201cM-Files can read SharePoint while the users get used to the M-Files interface. We call this a gentle migration.\u201d\r\n\r\nCollaboration with both partners and customers is becoming more important. \u201cBoundaries between organizations are blurring,\u201d Somppi observed. \u201cYou might have outside consulting firms actively participating on a project, or suppliers who need to know the status of a task.\u201d M-Files\u2019 acquisition of Hubshare allowed the creation of portals that are accessible to external users but, in combination with M-Files\u2019 metadata and business rules, only allow users to see the information they are entitled to. \u201cWe wanted to reinvent collaboration experience in a way that is easy to use, but still retains control,\u201d concluded Somppi.