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Report key findings
For party and government users, digital office is the most important internal system. Party and government agencies have increasingly higher requirements for cross-department and cross-level collaboration. In the process of upgrading digital office systems, more attention should be paid to issues such as how to streamline processes and avoid the risk of data leakage. In addition, starting from 2023, the reform of party and government agencies will gradually implement measures to streamline personnel and streamline administration, and reduce non-staff personnel to reduce financial burdens. In the future, the digital office system will not only be an office tool, but also a tool for improving human efficiency. How to deeply couple the new wave of AI technology with large models to digital office systems to empower party and government users is another issue that will soon be put on the agenda.
For users of central state-owned enterprises, the driving force for upgrading digital office systems mainly comes from Xinchuang. Xinchuang's implementation path for enterprise users is "digital office system → non-core business system → core business system", among which the digital office system is the vanguard of localization implementation and a test field for technological innovation and application. The methodology and successful experience in implementing user information innovation in central state-owned enterprises should first come from digital office systems.
For enterprise users, the digital office system has accumulated a large amount of corporate knowledge and is one of the important data assets of the enterprise. Using AI technology to release the value of data and achieve human-machine collaboration is the most important practical direction for enterprise users. At the same time, under the downward macroeconomic trend, the business value of increasing revenue and reducing costs is far higher than improving efficiency. Therefore, improving production capacity or optimizing staff reduction through human-machine collaboration should be the focus of enterprise users. For example, how to reduce the number of designers through large model design tools is the correct direction of exploration, but improving efficiency through Copilot-like tools is not the most preferred direction of exploration.
Report typical cases
To create a new smart office experience, WPS 365 helps central construction enterprises achieve the dual improvement of office "efficiency + safety"
With the help of 36 billion cubic cloud enterprise network disk solution, a leading electric vehicle group has reshaped and upgraded its file management system
01 Report Summary
The office system is one of the core systems that runs through the enterprise, involves all departments, and covers key or confidential information such as people, finances, affairs, and materials. It is essential for efficient collaboration and information security inside and outside the enterprise. important. At the same time, because it is relatively independent from the core business system, the investment cost of digital transformation is small, and the success rate is high, the office system has become an important direction that enterprises are currently exploring in their digital transformation.
1.1 Performance growth continues to be under pressure. Enterprises urgently need to reform the office collaboration mechanism to achieve overall improvement in business efficiency.
Entering the digital era, along with the online business model Gradually becoming the mainstream, enterprises have an effective starting point to achieve rapid expansion of business scale. At the same time, due to the significant impact of the macroeconomic downturn in recent years, corporate profit margins have been significantly compressed. How to continue to ensure sustained and healthy growth in performance levels has become a new problem for companies.
Under continued pressure on performance growth, problems such as insufficient collaboration and low efficiency in the company’s original office system have gradually emerged. Therefore, in order to effectively alleviate the problem of performance growth and promote the achievement of refined business operation goals, improve the efficiency of collaboration between employees in different departments and between office software, so as to improve the quality and efficiency of business service levels, it has become the current enterprise office system One of the core demands of digital transformation.
1.2 Regulatory policies continue to strengthen, and the digital transformation of corporate office systems is an important measure to ensure information security and achieve autonomy and controllability.
Under the trend of strengthening regulatory policies and improving laws and regulations , it is imperative to digitize office systems.
On the one hand, affected by the international situation, information technology application innovation (referred to as information innovation) has gradually become an important national development strategy. In the past, when enterprises built office systems, they used products from foreign manufacturers for a long time, from the underlying basic hardware to the upper-level office software, and formed a heavy reliance on technology. Enterprise information security was greatly threatened. With the full rollout of Xinchuang, the office system has become the core tool for enterprises to communicate and collaborate internally and externally. Achieving complete autonomy and control has become a key measure for enterprises to maintain long-term operations.
On the other hand, with the successive issuance of relevant laws and policies such as the "Data Security Law", higher requirements have been put forward for enterprises' information data security management and control capabilities from the regulatory level. Office systems serve as the core tool for employees' daily communication and collaboration and document information flow. One of them has become a key area for enterprises to focus on improving their security prevention and control capabilities. Therefore, how to use digital means to establish a standardized office system and ensure that the core information and data assets of the enterprise are not infringed is a key issue that enterprises need to solve at present.
1.3 Analysis of demand trends for digital transformation of enterprise office systems
Figure 1: Background of digital transformation of enterprise office systems
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Against the above background, the digital transformation of office systems has become an inevitable choice for enterprises to pursue long-term development. iAnalytics research found that the current digital transformation of enterprise office systems focuses on two major directions: collaboration efficiency and security improvement, and shows the following demand trends:
Document middle platform empowers enterprises with cross-department collaboration efficiency Significantly improved. Under the traditional office system, various departments of the enterprise mainly rely on office software tools for document editing and other operations; at this stage, the enterprise builds a document middle platform based on a complete multi-person online collaboration mechanism to achieve a significant improvement in the efficiency of business collaboration between employees. promote.
Enterprise network disk helps improve the overall quality and efficiency of enterprise information collaboration capabilities. In the past, enterprises mainly used NAS hard drives to centrally store document information, and built specialized enterprise knowledge bases for unified management of document information. At the same time, in terms of document circulation, they also mainly relied on email systems; but now, enterprises use enterprise network disks to manage document information. The overall application, based on its mature document sharing and circulation capabilities, and core capabilities of document storage and management integration, achieves real improvement in the quality and efficiency of business collaboration capabilities.
The large model reshapes the human-machine collaboration mechanism of the enterprise office system. Traditional enterprise office systems generally lack intelligent applications and tools. Document editing and PPT writing mainly rely on manual work. Office software is only the basic tool for document editing. With the trend of large models becoming the key foundation for enterprise digital transformation, , enterprise needs have shifted from operational office software to production-oriented office software. With the help of its intelligent content generation capabilities, it can realize the overall reshaping of the collaboration mechanism between employees and office software and improve business collaboration efficiency.
Domestic terminal equipment has become an important cornerstone of the digital upgrade of corporate office systems. China's office system terminal field developed relatively late. In the early days, companies mainly deployed foreign brand terminal equipment to meet their own needs. After the information and innovation policy was fully rolled out, companies represented by finance, party and government, and large central state-owned enterprises needed to use domestically produced terminal equipment. The terminal equipment completely replaces the original system to meet the requirements of the supervisory side for the bottom-up full-stack security and controllability of the office system.
Building an overall security prevention and control system is the core prerequisite for the digital upgrade of the office system. Most of the traditional office systems of enterprises rely on the endogenous independent security mechanisms of different office software for protection. The overall synergy is insufficient and there are many security loopholes. At this stage, the importance of information and data security is increasing day by day. Enterprises need to focus on the characteristics of the office system. Apply comprehensive security prevention and control solutions to achieve significant results in filling security loopholes and protecting core information and data from infringement.
In summary, this report selects five key markets, including document middle platform, enterprise network disk, AI office, Xinchuang terminal, and security, for application practice analysis, with a view to providing enterprise decision-making and business Department and IT department heads provide practical experience in the digital transformation of office systems to help them better promote digital transformation and upgrading.
02 Document Center
Since the information age, with the support of Internet technology, enterprises have good conditions for orderly expansion of business scale. At the same time, for most large and medium-sized enterprises, as their business grows, the number of business departments and regional subsidiaries also increases. In order to continue to ensure good business service levels, enterprises need to have higher capabilities for cross-department and cross-regional business collaboration capabilities.
Among them, document tools, as one of the core tools for enterprises to carry out inter-department collaboration, have also become a key area that enterprises need to focus on improving and upgrading if they want to improve business collaboration efficiency. Specifically, under the digital office system, enterprise document tools need to have the following capabilities:
Figure 2: Schematic diagram of enterprise document tool system upgrade requirements and solutions
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First, a better collaboration mechanism is needed. In the traditional office system, corporate employees can only write individually based on ordinary document tools, and then summarize and collect information through emails. The overall process is cumbersome and prone to errors, which seriously affects the effective improvement of business collaboration efficiency. Therefore, having a better collaboration mechanism is a core capability requirement for document tools under the digital office system of enterprises.
Second, you need to have complete document query capabilities. In the daily work of enterprises, many document query requirements are often involved. However, in industries such as party and government, central and state-owned enterprises, since corporate documents are generally highly confidential, the document query process is usually complex and time-consuming due to security considerations, resulting in poor user experience for employees and poor business collaboration efficiency. Can't be improved. Therefore, having complete, convenient document query capabilities that meet security management and control requirements is also one of the core capability requirements of enterprises for document tools.
Third, more flexible compatibility is needed. Under the traditional office system, it is common for enterprises to use multiple document tools simultaneously. However, product compatibility between different document tools cannot be guaranteed, resulting in low collaboration efficiency during document transmission or interaction, which also poses considerable challenges for enterprises to achieve unified management of documents. Therefore, having more flexible compatibility has become a core requirement for enterprises to upgrade document tools.
Based on the above-mentioned needs, enterprises can choose to build a document middle platform, and use its core capabilities such as multi-person online collaboration and second-level document query to make up for the overall shortcomings. Specifically:
First, in terms of improving collaboration capabilities. Enterprises can make use of the efficient collaboration mechanisms such as multi-person online editing and multi-end document synchronization provided by the document platform to achieve an overall improvement in business collaboration efficiency. During their daily work, employees in different departments can use the document center to perform online multi-person real-time editing and other operations anytime and anywhere through the document center, which greatly simplifies cross-department information collection, document co-writing and other workflows, and maximizes business improvement. Collaborative efficiency.
Secondly, in terms of optimizing document query capabilities. With the help of the second-level document query capability of the document center, enterprises can uniformly manage and control massive document information scattered in different business departments, and support employees to query and retrieve information on demand, greatly improving employee office experience and cross-department information collaboration. efficiency. At the same time, based on the complete security prevention and control capabilities of the document center, corporate management can set different query permissions according to different ranks of employees to further ensure the compliance of document queries.
Finally, in terms of improving compatibility. Enterprises can comprehensively supplement their capabilities based on the flexible and open product features and high-quality compatibility capabilities of the document center. On the one hand, through its rich standardized API interfaces, the company's original office document tools can be seamlessly integrated to achieve rapid access to data and systems; on the other hand, through the overall application of the document center, companies can realize cloud Unification with local tools, document formats, and unstructured data from different business systems reduces low business collaboration efficiency due to file incompatibility and inability to open.
Typical case 1: Create a new smart office experience, WPS 365 helps a central construction enterprise to achieve the dual improvement of "efficiency + safety" in the office
A central construction enterprise is the leader in the field of construction in my country A subsidiary of a leading enterprise, its business scope covers design and construction, factory production, front-end design and R&D, back-end operations, and operation and maintenance. In recent years, in response to the requirements of fast, high-quality and livable construction industrialization, the central construction enterprise has actively promoted the process of new construction industrialization, committed to modernizing and digitizing the construction industry, and building a globally competitive construction technology industry group.
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Business scale is growing rapidly, and the traditional office system is in urgent need of upgrading
Thanks to the significant effects brought by digital transformation and the unique advantages accumulated over the years in the field of construction industrialization, the company The scale of the construction central enterprise’s business has experienced substantial growth. With the further expansion of the group's scale, in order to effectively improve the collaboration and collaboration capabilities among various departments and better ensure business compliance, this central construction enterprise has created the following new demands for the corporate collaborative office system.
Figure 3: Analysis of digital office problems of the central enterprise group in this building
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1.1 The horizontal and vertical collaboration process is cumbersome and information transmission Low efficiency
Horizontally, on the one hand, each business line of the group operates independently, with low synergy. Second, among subsidiaries, after several years of development, this central construction enterprise has formed a standardized full-process project implementation system from early design, mid-term factory production and construction, to late-stage on-site construction and quality inspection, involving regional subsidiaries and integrated construction companies. Wait for multiple companies. However, under the traditional office system, due to the lack of complete collaboration tools, project delays are prone to risks such as delays in conveying construction demand information in a timely manner.
Vertically, the central construction enterprise has also established a complete reporting process from projects, to regional subsidiaries, to the head office. However, under the traditional collaborative office system, due to the lack of sufficient cross-regional collaboration capabilities, the overall process of the central enterprise in the building was cumbersome and the information aggregation efficiency was low when conducting statistical summary of some data information, meeting receipts and other information.
1.2 Point-to-point permission application, poor document query experience
As a leading enterprise in the field of construction in my country, this central construction enterprise attaches great importance to the security of internal documents. Therefore, in order to ensure the security of documents, the central construction enterprise has set up a document security management mechanism, but each regional subsidiary can only query documents through the corporate intranet, and each time it is used, it is necessary to apply for document query permission. Although this mechanism eliminates the possibility of document leakage to a certain extent, it takes a long time and reduces employee office efficiency and experience.
1.3 The data is distributed in a point-like manner, making it difficult to exert collective wisdom
This central construction enterprise has been deeply involved in the construction industry for many years and has accumulated rich project experience and knowledge, including institutional standards, R&D results, concepts and experiences, learning materials, etc. However, the results are managed and stored in scattered data by each business line. There is no unified collection and archiving. Although the headquarters has permission to access remotely, there are often situations where the data cannot be opened. Moreover, due to the lack of stable and highly shareable knowledge accumulation tools, the internal data treasury cannot efficiently and accurately empower employees in need, and resource utilization cannot be effectively improved.
1.4 Regional office software is not unified and file formats are difficult to be compatible.
Due to the lack of a unified standardized office tool system, there are often multiple office software used simultaneously within the central enterprise in this building Condition. This also leads to low collaboration efficiency and poor experience due to incompatibility between products when employees perform collaborative operations such as document transfer or interaction, making it inconvenient for unified management within the enterprise. Therefore, as the business scale further expands, improving the standardization and compliance of corporate management by creating an efficient collaborative office system that is both "standardized" and "digital" has become an important demand point for this central construction enterprise. -
WPS 365 fully empowers the office system of the central enterprise in this building
Based on the above core needs, the central enterprise in this building chose to build a new digital office system to empower the comprehensive internal collaboration system with technology. upgrade. At the same time, this central construction enterprise actively responded to the needs of office digital development. After comprehensive market research, product selection and POC testing, WPS 365 was finally selected based on factors such as market share and product performance maturity. With its core advantages such as advanced collaborative office concepts, high product maturity and ease of use, WPS 365 has gradually become an in-depth partner of the central enterprise in building a new digital office system.
Figure 4: WPS 365 function matrix
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In response to the group’s collaborative office needs, Kingsoft Office went deep into the group, After a long period of sorting out business pain points and needs, combined with its own product endowments, it has output a set of overall digital office platform solutions with "collaboration, storage, and security" as the core and covering a full set of collaborative office function matrix. WPS 365 is Kingsoft Office’s digital office solution for governments, enterprises and organizations. Including WPS Office, cloud document services, cloud disks, instant messaging, video conferencing, email and other office products and services, the digital office concept of unified tools, unified collaboration, and unified management matches business development and achieves efficient collaboration and safe management and control of the entire organization.
2.1 Rich document collaboration tools to complement horizontal and vertical collaboration capabilities
In order to effectively solve the problem of horizontal and vertical collaboration, based on the real-time collaborative editing included in the WPS 365 solution, With core functions such as online document sharing and multi-end document synchronization, this central enterprise has built a complete system of collaborative office tools.
On the one hand, through online document sharing, multi-end document synchronization and other capabilities, the information between the various departments of the central construction enterprise from design, factory to project implementation can be synchronized in a timely manner, ensuring the smoothness of information transmission. The timeliness provides support for further improving the efficiency of horizontal and cross-departmental collaboration among central enterprises in this construction industry.
On the other hand, relying on multiple core capabilities such as multi-person collaborative document editing and automatic statistical summary, it has effectively reduced the information collection and summary process between cross-regional units. For example, in the meeting receipt scenario, the change from sending multiple people's emails individually and summarizing them to multiple people editing them online in real time greatly shortens the collaboration link, and the progress of each affiliated unit is clear at a glance, significantly improving the efficiency of vertical collaboration.
2.2 Complete encryption protection measures and optimized document security management mechanism
Figure 5: WPS 365 document permission control solution
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Through the key application of WPS 365’s core functions such as encrypted document storage and precise permission management, the document security management mechanism of this building’s central enterprise has been fully optimized within the team, within the enterprise, and outside the enterprise. .
First of all, relying on the document encryption storage capability, this construction central enterprise is able to perform double encryption and hierarchical management of data stored in the cloud. Each regional subsidiary is divided into different teams, effectively ensuring the confidentiality of confidential content. safety.
Secondly, based on the precise permission management function, the central enterprise in this building can accurately authorize documents according to users, and unauthorized employees cannot view them, which better protects the confidentiality and security of corporate documents. At the same time, in the file review scenario, from permission application to querying within the permission at any time, the leap from "day level" to "second level" is achieved.
Thirdly, WPS 365 also provides this central construction enterprise with one-click handover of documents and teams for resigned employees, supporting the rapid recovery of the permissions of resigned employees and further avoiding the possibility of leakage of document data. In addition, WPS 365 also supports technologies such as logs and watermarks, which can quickly trace the source of leaks and help the central enterprise in building a complete document security management mechanism.
2.3 Leading cloud storage technology improves knowledge sharing capabilities
WPS 365 provides a unified cloud storage platform for the central construction enterprise to help it build an enterprise-level knowledge base , realizing the full storage and management of project data within the company and its regional subsidiaries, from contracts, preliminary contact documents, stage design results to satisfaction surveys, as well as internal documents such as corporate R&D and training. This enables the group to conduct unified management and control of all business lines of its affiliated units and the head office, effectively avoiding the problem of missing data due to human reasons.
At the same time, combined with the second-level document retrieval capability of WPS 365, employees of the central enterprise in this building can conduct real-time query of internal data on demand, comprehensively improving enterprise-level knowledge sharing and utilization capabilities.
For example, in the home office scenario during the epidemic, through the comprehensive application of cloud storage, employees of this construction state-owned enterprise can share documents in real time and view them on demand at home, further optimizing employee The efficiency and experience of working from home effectively avoid the offline impact of the epidemic.
2.4 Flexible and efficient compatibility, establish a standardized collaborative office system
Create an integrated collaborative office system in the group to help the central enterprise in the building achieve internal office management The unified management of software and tools further provides effective support for the group to improve the standardization and compliance of corporate management.
Through the overall deployment of WPS 365, all units and business lines of the central enterprise in this building have realized the unification of cloud and local tools, document formats, and unstructured data of different business systems, making the file formats consistent. The situation of compatibility and inability to open up completely disappears.
At the same time, WPS 365 has rich standardized API interfaces and open system docking capabilities, which can quickly integrate WPS 365 with the original office software and OA systems within the group to achieve data and system integration. quick call.
Figure 6: WPS 365 document center
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The overall effect is remarkable, and future cooperation will continue to deepen
After nearly two years of use, WPS 365 has been fully promoted and applied in dozens of business departments at all levels of the construction state-owned enterprise group. ,Widely acclaimed.
In the future, as the cooperation further deepens, Kingsoft Office will continue to empower the central enterprise of this building in terms of "cloud and network". Through the further upgrade of WPS 365 capabilities, it will be able to realize cloud, The tight closed loop of the network and employee terminals further improves employee office experience and efficiency.
03 Enterprise network disk
At the current stage, as the business model gradually transforms from extensive to refined, how to fully and efficiently utilize the company's own knowledge document system to improve business level and efficiency has become a key issue that needs to be solved. The traditional document management system based on NAS storage has been difficult to support due to the lack of information sharing capabilities, limited storage capabilities, and imperfect security protection mechanisms. Under this system, the efficiency of information flow across departments is low, and the knowledge reuse rate is always at a low level. Therefore, in the face of higher requirements for document management in the digital era, the new generation of document management system needs to have the following core capabilities:
Figure 7: Schematic diagram of enterprise document management system upgrade requirements and solutions An electric vehicle The group is one of the leading companies in my country's electric vehicle industry, with a sales network covering 100 countries around the world, and has ranked first in the industry in global sales for five consecutive years. Since its establishment, the group has focused on independent research and development and innovation of products. After years of development, it has become a high-end electric two-wheeled vehicle "intelligent" manufacturing enterprise integrating R&D, production and sales of electric two-wheeled vehicles and parts. Typical case 2: With the help of 36 billion cubic meters cloud enterprise network disk solution, a leading electric vehicle group reshaped and upgraded its file management system In addition, enterprise network disk can also effectively ensure the security and privacy of document information. Unified document-based storage management capabilities, combined with the various file encryption technologies of enterprise network disks, as well as advantageous functions such as one-click handover of documents, reduce the risk of leakage from the document source to the propagation path level through encryption, access control and other security measures. Further maintain the confidentiality and integrity of enterprise business data. Secondly, the enterprise network disk can promote efficient cooperation within the team and across departments through multi-user collaboration functions. Through the deployment and use of enterprise network disks, enterprise employees can easily share and access files, perform real-time collaboration and version control, achieve seamless connection and information sharing no matter where they are, and improve the efficiency of cross-department information flow and delivery. and collaborative efficiency among different teams. First of all, enterprise network disk can provide enterprises with powerful data storage capabilities. Based on its powerful unified storage and management capabilities for massive data, it can help carry a large amount of files and data. Whether it is office documents, multimedia materials or important business data, it can be safely stored in the cloud without the need to store it on a NAS hard drive. Then upload it to the enterprise knowledge base, which effectively avoids the limitations of traditional hard disk capacity and the risk of data loss, significantly reduces document storage costs, and improves business efficiency. In response to the needs for centralized document storage, efficient information flow, and document security control arising from the above document management process, Enterprise Network Disk relies on its powerful cloud unified storage, multi-end document sharing, and high security Such core capabilities and advantages have become the first choice solution for enterprises to get rid of the current document management dilemma. The specific reasons are as follows: Third, a complete security control mechanism is required. Documents are important intellectual assets for enterprises, especially in large manufacturing enterprises, financial institutions, party and government agencies and other enterprises, which often have high confidentiality. However, under the traditional document management system, enterprises have many loopholes in document security control, such as document leakage when displaying to customers, document leakage due to employee resignation, etc. Therefore, having a complete document security management and control mechanism is also a core concern of enterprises at present. Second, an efficient document information flow and delivery mechanism is required. In the past, the flow and transmission of document data between various departments of the enterprise mainly relied on email, WeChat and other means, and most of the aggregation required manual implementation, which resulted in poor employee experience and low information collaboration efficiency. Therefore, having an efficient document information flow and delivery mechanism is also one of the core capability requirements for enterprises to upgrade their document management systems. First, it requires mature unified document storage and management capabilities. Under the enterprise's traditional document management system, most document materials are scattered and stored in employees' personal computers. When an enterprise needs to conduct unified collection and storage, it must first use NAS hard disks for unified storage, and then arrange for dedicated personnel to organize, summarize and upload to the enterprise knowledge base. The overall process efficiency is extremely low and the cost remains high. Therefore, having mature unified document storage and management capabilities is the primary demand of enterprises for a new generation of document management system.
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- Business growth has driven demand upgrades, and the file management system of a leading electric vehicle group is in urgent need of iteration
In recent years, with the further expansion of sales channels and market coverage, this electric vehicle group The market size has grown significantly. At the same time, the number of core knowledge assets it has accumulated including product development documents and employee training documents is increasing. Although the electric vehicle group built an enterprise file management information system in the early days, when faced with the current massive file storage and processing needs, the group's original file management system lacked information sharing capabilities, limited storage capacity, and imperfect security protection mechanisms. Defects such as these gradually emerged, which in turn led to a greater threat to the protection of the company's core intellectual assets. The specific manifestations are as follows:
1.1 In the context of a significant increase in the number of files, the capabilities of the traditional file management system are limited
Under the traditional file management system, a large number of files scattered on employees’ computers can be stored uniformly through NAS hard drives. However, under this model, on the one hand, the cost of enterprise file storage is high, and once it encounters NAS hard drive damage, virus intrusion, server paralysis, etc. can easily cause data loss; on the other hand, companies often need to arrange for employees to regularly collect and organize the files and information in the NAS hard drive and then upload them to the corporate knowledge base, resulting in file loss. Management costs remain high.
1.2 The security protection mechanism is imperfect and the risk of corporate core documents being leaked is high
As a leading company in the industry, the electric vehicle group’s documents, such as new product design drawings, etc. Documents are often of a high confidentiality nature. However, under the traditional document management system, the electric vehicle group has many loopholes in document security control, which makes the group's core interests vulnerable to damage. The specific problems are mainly reflected in the following aspects:
First, Corporate documents are scattered and stored on employees' computers, and the file flow cannot be uniformly controlled. The risk of core information leakage is high;
Secondly, drawing files cannot be previewed and often need to be downloaded when showing to customers. Exporting files increases the risk of file leakage;
Third, when employees leave, because the traditional file management system does not have the ability to uniformly recycle files, if there are omissions or incomplete handover of drawings, etc. There is a risk of document loss and confidentiality leakage.
1.3 Lack of cross-departmental collaboration capabilities and poor employee office experience
After years of vigorous development, the electric vehicle group has established dozens of business departments, including production and research, Sales, marketing, etc. However, there is generally a lack of comprehensive collaborative office mechanisms among various departments, especially in terms of document circulation. Due to weak cross-departmental collaboration, information synchronization capabilities are unsatisfactory, and employee office experience has never been effectively improved. For example, the electric vehicle research institute needs to confirm the 3C certification parameter form with various departments, which requires each department to communicate and fill it out one by one, which is high communication cost and low efficiency.
1.4 It is difficult to collect and distribute information, and the enterprise’s multi-level management capabilities need to be optimized
In addition to dozens of business departments within the electric vehicle group, there are also many subsidiaries. Therefore, companies often need to issue policies, training materials and other documents to various departments. However, under the traditional file management system, if there are many and large files that need to be distributed at the same time, it will be difficult to send them through channels such as corporate WeChat. Moreover, the flow of files in chat records is uncontrollable, and there are also major security risks.
Not only that, information collection is also a common task for the electric vehicle group. For example, the procurement department usually collects and organizes procurement needs from various departments through corporate WeChat, and regularly collects business needs of departments on a monthly and annual basis. Review reports and data, etc. However, under the traditional document management system, the electric vehicle group's information collection efficiency was low, the workload was repetitive, the cycle was long, and it was error-prone.
2. The shortcomings are fully supplemented, and 36 billion cubic clouds help the electric vehicle group’s file management system achieve overall optimization.
Based on the above-mentioned aspects of file storage, security protection, and collaboration In order to solve the deficiencies and shortcomings in collaboration, information collection and distribution, the electric vehicle group decided to build a new generation of enterprise document management system to achieve employee office efficiency by integrating advanced technologies such as big data and cloud computing into the enterprise document management process. and the double improvement of experience.
In the product selection stage, taking into account the application scope and importance of the file management system, the electric vehicle group focused on the manufacturer's technology research and development capabilities, functional perfection, customer service capabilities, and large enterprise service experience. A variety of factors have been comprehensively considered. In the end, after multi-party research and product POC testing, 36 Billion Square Cloud became the product supplier of the project with its core advantages such as comprehensive leading technical capabilities, mature product functions, perfect service team, and rich actual implementation cases of large enterprises. .
36 Billion Square Cloud is an enterprise document management and collaboration platform under the 360 Group, which can meet the full life cycle management needs of enterprise documents in one stop. Through 36 Billion Square Cloud’s powerful online editing, multi-format preview, full-text retrieval, file commenting, security control and other functions, files can be shared between company members, inside and outside departments, and even with external partners of the company, anytime, anywhere, on any device. and collaboration to improve internal and external collaboration efficiency of the enterprise. Currently, the number of enterprise users of 36 Billion Square Cloud reaches 500,000+, covering 20+ industries, including Country Garden, Yuexiu Real Estate, Changan Automobile, Geely Group, JinkoSolar, Cedar Holdings, Zhejiang University and other very large customers with tens of thousands of people. .
In view of the current pain points and difficulties faced by the electric vehicle group in corporate document management, in the early stage of the project, relying on its many years of experience in serving large enterprises, 36 billion cubic meters of cloud were exported to the electric vehicle group. A set of enterprise knowledge management platform solutions with Yifang Cloud Enterprise Network Disk as the core. And based on the core capabilities and advantages of this solution such as massive storage, multi-person collaboration, and high security, the original shortcomings are comprehensively supplemented. The specific solutions are as follows:
2.1 Centralized storage and management of massive files, Facilitate the rapid construction of enterprise-level knowledge bases
Relying on the massive real-time storage capabilities of 36 billion cubic meters of files, employees of the electric vehicle group can create and upload important files anytime and anywhere by creating shared folders. Office materials, unified storage and management of all corporate documents at a lower cost, and then quickly build an enterprise-level knowledge base exclusive to the electric vehicle group.
At the same time, based on the precise retrieval and convenient access capabilities of the enterprise network disk, group employees can quickly retrieve the required file content, effectively meeting the different needs of employees in various departments for online learning, and promoting Improved knowledge reusability; in addition, 36 Billion Square Cloud also supports flexible expansion, allowing the group to quickly achieve online expansion at low cost when there is a need for expansion in the future, fully meeting the needs of high-concurrency scenarios.
2.2 Global security protection from “point” to “surface” to protect the core intangible assets of the enterprise from infringement
Figure 8: 36 Billion Square Cloud security management and control functions Matrix
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In order to effectively solve the many security loopholes in the original document management system, 36 Billion Square Cloud provided the group with document outsourcing, Security capabilities such as sensitive word detection can significantly reduce the risk of file leakage by helping it build a "production-circulation-archiving" file life-cycle management system and a "cloud-local-outbound" all-round terminal security protection system.
First of all, by unified storage and control of files and materials scattered on employees’ computers, combined with the core capabilities of file encryption possessed by 36 Billion Square Cloud, the risk of file leakage is avoided from the source;
Secondly, with the core advantage of 36 billion cubic cloud enterprise network disk supporting 120+ professional format files to be previewed at any time, as well as complete security management and control mechanisms such as preview limit and download permission control, it effectively cuts off access to The file leakage path during customer presentation;
Finally, 36 Billion Fangyun also provided the group with a one-click handover function of files, which minimized the risks caused by incomplete handover when employees leave. leakage of confidentiality.
2.3 Advanced multi-person collaboration function matrix, comprehensively improving employee office experience
Figure 9: Schematic diagram of 36 billion cubic meters of multi-person collaboration capabilities< a i=28> [Picture] In response to the electric vehicle group’s lack of cross-department collaboration capabilities, 36 Billion Square Cloud provides it with file sharing, subscription file updates, multi-person online editing, etc. A complete synergistic function matrix is included. Through the overall deployment and application of 36 billion cubic meters, on the one hand, based on core functions such as online file sharing and subscribing to file dynamic notifications, information between various departments of the group can be synchronized in a timely manner, providing further improvement of the cross-department collaboration efficiency of the electric vehicle group. support. On the other hand, relying on multiple core capabilities such as multi-person collaborative editing of documents and message reply, the group's employees can quickly complete cross-department tasks such as filling out forms without repeated communication. Collaborative operations greatly improve cross-department collaboration efficiency and employee office experience.
2.4 A complete multi-level authority management mechanism effectively solves the difficulties of information distribution and collection
Figure 10: Schematic diagram of uploading and collecting 36 billion cubic meters of cloud information
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36 Billion Square Cloud has a complete multi-level permission management mechanism, which can use file sharing and other capabilities, so that the electric vehicle group does not need to go through corporate WeChat, email and other channels. Achieve real-time distribution of massive documents and information to subordinate branches, which not only improves the efficiency of file distribution, but also better avoids the risk of file leakage during the distribution process;
At the same time, 36 billion Fang Yun also supports permission settings, which can set different file editing permissions for corporate employees and leadership at different levels, such as only previewing but not downloading, etc., further strengthening the group's multi-level management and control capabilities;
Not only that, when collecting and summarizing files, 36 Billion Square Cloud can support employees from different departments and subsidiaries to upload data to designated folders in real time, and the summary data between different departments and subsidiaries are invisible to each other, which greatly improves the efficiency The efficiency of file summary collection effectively avoids repetitive work and further optimizes employee experience.
3. With the overall deployment and application of 36 billion cubic meters of cloud, the electric vehicle group has achieved a variety of benefits and values
and its file security assurance capabilities have been comprehensively improved. Through the overall deployment and application of 36 Billion Square Cloud, with the support of multiple core functions such as file outsourcing, sensitive word detection, and multi-level permission management, it helped the group build a global security protection system around file management, from the source of the file to The multiple dimensions of the propagation path block the possibility of file leakage, thus greatly ensuring the file security of the electric vehicle group.
The overall ability to store massive files has been enhanced. Relying on the full implementation of the 36 billion cubic cloud enterprise network disk solution, the electric vehicle group has realized the unified storage and management of massive files on the cloud. Users’ local files can be synchronized to the cloud without interference, effectively avoiding the problem of Damage or loss of terminal equipment causes data loss and protects the intangible assets of the enterprise. At the same time, based on advanced functions such as file synchronization, online sharing, and editing, it helped the group achieve efficient and fast file distribution and circulation, improving the efficiency of corporate file collaboration.
At present, 36 billion cubic meters of cloud have been deployed and used in the Tianjin company of the electric vehicle group, and have achieved significant results, providing significant support for the group’s subsequent digital upgrading of the office system. Reference meaning. In the future, the cooperation between the two parties will continue to deepen, and the usage scenarios of 36 Billion Square Cloud will gradually evolve from a single business department to the entire group, helping the group to complete the creation and association of knowledge graphs based on document content and knowledge models, and form The systematic knowledge network ultimately achieves the effect of full connection of people, knowledge, and business.
04 AI Office
In the era of digital intelligence, artificial intelligence technology has gradually become one of the core tools for enterprises to digitalize and intelligently upgrade their business models. With the support of advanced technologies such as low-code and intelligent question and answer, the enterprise office system has achieved its first comprehensive transformation, and employee office efficiency and office experience have been greatly improved.
At the same time, with the further expansion of business scale and the higher requirements of enterprises for collaborative efficiency, enterprises have the following upgrade requirements in terms of intelligent capabilities:
Figure 11: Schematic diagram of enterprise system intelligent upgrade requirements and solutions
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The level of office automation needs to be improved. Enterprises' traditional office systems are generally built early and lack intelligent technical functions. Most collaborative operations still require a lot of manual intervention to complete, which cannot play a sufficient role in improving business collaboration efficiency. Therefore, under the current core demand of upgrading office systems to pursue improved collaborative efficiency, realizing office automation is a core need for enterprises.
Need to improve content production efficiency. In the daily office process of enterprises, a large amount of content generation work is often required, such as work document writing, PPT production, etc. Under the traditional office system, most employees can only rely on basic office software to complete content generation work. The overall efficiency is always at a low level, which indirectly results in a significant reduction in the time for actual business work. Therefore, improving content production efficiency is also one of the core needs of enterprises for digital office systems.
In response to the above-mentioned intelligent upgrade needs of enterprise office systems, AIGC and large model technology can provide effective solutions. Relying on its automated content generation capabilities and innovative human-machine collaboration mechanism, it helps enterprises reshape the overall office system and significantly improve collaboration efficiency. The specific plans are as follows:
In improving the level of office automation. By using large model technology, enterprises can implement functions such as automated task processing and automatic replies in a conversational manner based on their deep learning and natural language processing technologies. In scenarios such as conference affairs, process management, and information collection, it greatly improves employee office efficiency and reduces employees' work burden, allowing enterprises to complete daily work more efficiently.
In terms of improving content production efficiency. With the powerful automated content production capabilities of large model technology, enterprises can achieve significant improvements in content production efficiency. On the one hand, large models can generate high-quality text content through natural language processing and generation technology, thereby speeding up document writing and improving the quality of content by understanding semantics and producing coherent and creative articles, reports or other documents; on the other hand, large models can generate high-quality text content through natural language processing and generation technology. On the one hand, the large model can also serve as an intelligent editing assistant to help content creators proofread, revise and provide suggestions, help employees save time and energy on document optimization, and improve the accuracy and expression of content.
05 Xinchuang Terminal
Since the 14th Five-Year Plan, Xinchuang has gradually become a key area and direction for enterprise IT investment. Under the trend of comprehensive development of information innovation led by the party, government and finance, enterprises have gradually explored the vertical replacement path from basic hardware, to basic software, to application software, and from office systems to non-core business systems to Horizontal path to core business systems. Therefore, it is the first step to focus on the digital upgrade of enterprise office systems and achieve comprehensive localization replacement of basic hardware including terminals and servers.
Among them, terminal equipment, as a key hardware device that connects the underlying infrastructure and a variety of upper-level domestically produced office software, has also become the first choice for enterprises to transform their office systems into information-based innovations. But overall, in order to achieve full replacement of terminal equipment in the office system in the short term, domestic terminal equipment also needs to have the following capabilities:
Figure 12: Schematic diagram of enterprise terminal equipment upgrade requirements and solutions< /span> In terms of multi-terminal collaboration. In response to the needs of enterprises to build a multi-terminal collaborative office system, based on the complete product ecosystem of Xinchuang terminal equipment manufacturers, it can provide enterprises with diversified terminals including PCs, tablets, etc. At the same time, with the help of advanced capabilities such as cloud technology and API technology, various terminals can realize rich functions such as data sharing, document sharing, and collaboration, helping enterprises to further realize efficient collaboration between local office and mobile office and comprehensively improve the office experience. In terms of compatibility and adaptability. Xinchuang terminal equipment must be fully compatible with domestic infrastructure, as well as domestic mainstream upper-level office software and intelligent collaborative office applications including WPS, 360 browser, etc., and must also support the secondary development of corresponding office software to help enterprises comprehensively improve usage efficiency. and customer experience to support the comprehensive construction of a new generation of digital office solutions. In terms of supporting complex scenarios. Relying on the advantages of Xinchuang terminal equipment with domestically produced CPU core capabilities that support higher performance, enterprises can effectively meet the computing resource call needs of upper-level high-concurrency digital office applications; at the same time, in the enterprise's intelligent collaborative office application scenario, for Higher computing power requirements, based on the ability of some Xinchuang terminal equipment to support domestic mainstream GPUs, can enable enterprises to improve their overall computing capabilities and provide support for upper-layer AI office scenarios. For example, a large state-owned commercial bank achieved a substantial 13% increase in computing performance by deploying Xinchuang terminal equipment and relying on its advanced domestic 8-core CPU core advantage to effectively support the normal operation of a variety of digital office applications and It laid a good hardware foundation for the transformation and upgrading of Xinchuang, the bank’s office system. Based on the current Xinchuang policy driven by the many capability requirements required for the localization and upgrading of enterprise office system terminal equipment, enterprises can use Xinchuang terminal equipment to achieve a comprehensive improvement in capabilities and use it to better Core advantages such as product performance and perfect compatibility have laid a solid foundation for enterprise office system upgrades. The specific reasons are as follows: Third, advanced multi-terminal collaboration capabilities. In the digital era, enterprise office terminals have gradually expanded from single PCs to mobile phones, tablets and other mobile devices. Under the traditional office system, the linkage between terminals is poor, resulting in the failure of enterprises to further improve the efficiency of collaborative office work. Therefore, having efficient collaboration capabilities with multiple terminals such as PCs, mobile phones, tablets, etc. has also become a core requirement for enterprises for domestic terminal equipment. Second, perfect compatibility and adaptability. Under the traditional office system of enterprises, problems such as slow PC startup speed and inability to effectively guarantee stability due to compatibility issues arise one after another, seriously affecting the office experience of enterprise employees. Therefore, being efficiently compatible with the current complex and diverse domestic basic software and hardware and meeting the personalized usage needs of users has gradually become one of the core requirements of current enterprises for domestic terminal equipment. First, the ability to support complex application scenarios. As business scale continues to expand, the need for internal and external communication and collaboration within the enterprise has further increased. In this context, the performance requirements for underlying equipment have gradually become higher. However, traditional enterprise terminals are generally unable to provide effective support for complex digital office application scenarios due to lagging performance. For example, in advanced office scenarios such as AI large models and metaverse design, related model training, scene rendering and other operations require extremely high computing power support, which is often difficult to provide with traditional terminal devices. Therefore, having strong support capabilities for complex application scenarios is a core capability requirement currently required by enterprises for domestic terminal equipment.
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06 Information Security
With the continuous expansion of corporate Internet business channels, online and remote working have gradually become mainstream trends. At the same time, the continuous emergence of cyber attacks has brought serious security challenges to enterprises, and the large-scale replacement of domestic IT facilities has further increased the pressure on enterprises' security protection. Under the influence of multiple factors, enterprises are forced to reshape and upgrade their security protection capabilities around the office system to achieve a comprehensive transformation from "passive security" to "active security".
To be specific, in order to effectively protect enterprise information security under the digital office system, office system security needs to focus on complementing the following two capabilities:
Figure 13: Enterprise information security capabilities Schematic diagram of upgrade requirements and solutions
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On the one hand, enterprises need more accurate malicious behavior detection capabilities. Network threats are becoming increasingly complex and hidden, and traditional security protection methods are no longer sufficient to deal with various malicious attacks. In the context of digital upgrading and innovation and replacement, corporate office systems have further developed more security vulnerabilities, and the risk of malicious attacks has increased. Taking network attack scenarios as an example, attackers may continuously sniff sensitive data and key accounts without the knowledge of security managers, and move laterally through auxiliary tools until the system is fully controlled. Therefore, being able to conduct more accurate and timely malicious behavior monitoring at all levels of the system has become one of the core needs of enterprises for information security capabilities at this stage.
On the other hand, more mature threat intelligence integration and application capabilities are also needed. In the digital era, complex and diverse office scenarios have also put forward higher requirements for the data integration and application capabilities of security products. Faced with the massive threat intelligence data generated at all levels, enterprises only rely on localized sample data for threat warning, and it is gradually difficult to meet the security requirements of the system. For example, after a network attack occurs, administrators under the traditional security system lack sufficient information data and are unable to make effective assessments and subsequent improvement measures on the source, path and actual scope of the attack, which in turn affects pre-warning. The accuracy greatly increases the probability of similar events happening again. Therefore, having mature and complete threat intelligence integration and application capabilities is also a major demand for security by enterprises.
Faced with the two major capability requirements brought about by the digital upgrade and localization replacement of the current office system, enterprises can use new information security solutions for overall reinforcement, as follows:< a i=3> In terms of malicious behavior monitoring. Enterprises can use the precise malicious behavior monitoring technology of information security products that can penetrate into all levels to detect malicious code and attack behaviors as soon as possible and achieve real-time alarms. At the same time, based on its virus scanning and automatic vulnerability repair functions, it can effectively detect and fill gaps after malicious behavior is discovered, providing a safe system operating environment for the digital office system. For example, in a provincial government integrated website technology platform construction project, the use of more accurate malicious behavior monitoring technology, as well as intrusion prevention, firewalls and other perfect security protection methods effectively ensured the smooth construction and operation of the website and met the requirements. The security level protection requirements proposed by the Ministry of Public Security. In terms of threat intelligence data integration and application capabilities. Relying on the mature big data processing and analysis capabilities of information security products, enterprises can efficiently integrate massive threat intelligence data generated at all levels, and combine correlation analysis with platform-side big data intelligent algorithms and visibility design to build advance warnings. , a complete closed-loop system from attack source tracing to disposal and response, effectively shortening the investigation and response to security incidents and improving overall risk prevention and control capabilities. For example, a state-owned joint-stock bank has upgraded its information security protection capabilities and based on comprehensive threat intelligence data integration and application, it has multiple core capabilities such as quickly locating the source of threats, tracing threat attack paths, and responding to and handling threats in a timely manner, effectively improving security. Incident handling efficiency, and meeting the requirements for a secure computing environment in Financial Classification Insurance 2.0, avoiding compliance risks.
07
Conclusion
At this stage, driven by various factors such as information innovation and digital transformation, and focusing on the two core goals of improving collaboration efficiency and security, building a digital office system has become a In the current environment, it is one of the effective means for enterprises to ensure their core security and optimize and upgrade their business operating systems. Using advanced solutions such as document middle platform, enterprise network disk, and AI office to comprehensively reconstruct the office system also provides a feasible path for enterprises to achieve refined transformation of business operation models.
With the continuous development of artificial intelligence, cloud computing, big data and other technologies, the continuous upgrading of enterprise office systems will have more options. On the one hand, artificial intelligence will play a more important role in office scenes. Through functions such as intelligent assistants, automated processes, and predictive analytics, artificial intelligence will further improve office efficiency, reduce tedious and repetitive work, and enable employees to focus on more valuable tasks.
On the other hand, the widespread application of cloud computing will bring greater flexibility and scalability to enterprises. Enterprises can use cloud platforms to build flexible office environments, achieve cross-regional and cross-team collaborative work, and provide more secure and reliable data storage and access services. Through the combination of cloud computing and digital office, the entire digital office application will be migrated to the cloud, creating an advanced cloud collaborative office system, further optimizing the utilization efficiency of IT resources, as well as the overall office efficiency and experience of employees.
In addition, data-driven decision-making will become a key factor in business operations. Through data analysis and machine learning, enterprises can mine insights and trends from massive amounts of data to provide more accurate support for decision-making. This will prompt enterprises to adopt data-driven strategies, continuously optimize business models, and achieve refined transformation.
In summary, we believe that the digital upgrade of enterprise office systems has entered the 3.0 stage, gradually evolving from informatization and online to intelligence. Driven by the dual drive of improving collaboration efficiency and security, enterprise office systems have achieved comprehensive integration of technology and business, as well as efficient utilization of data assets.
In the long term, starting with office systems, digital technology will continue to empower the intelligent reshaping and upgrading of other business systems of enterprises, actively promote the overall transformation of business models, and thus help enterprises achieve true high-quality development.