Effective file synchronisation and sharing across an organisation’s structures can provide the basis for robust mobile-device and document management while maintaining proper backup, version control and content distribution.

These are the lessons learned by complex mobile-device and document management implementations by virtualisation multi- national VMware, including the AirWatch file synchronisation and sharing system, initially designed for a large airline and developed into an enterprise mobile content management solution for all businesses.

VMware AirWatch Europe, Middle East and Africa VP and MD Ian Evans says airlines are a “tough-use case” because the solutions must work online and offline, be synchronised and kept up to date and have to provide version control to ensure that the correct documents and regulations are distributed.

The systems must also maintain corporate-level security while maintaining ease of use, adds Evans.

Another complicating factor in implementing a file management system in an airline is that some documents, such as manuals and regulations booklets, must be resident on the devices, yet must also be limited to the correct version.

AirWatch manages documents according to size and type to ensure that backups of important files are prioritised – for example, critical documents are backed up first, while those of lesser importance can be delayed or deferred if bandwidth is low. Security officers can also monitor exactly when documents are backed up and that the correct version is used.

“Even in a collaborative environment, we can ensure that employees continue to work on their parts of a document or work process, even if they do not have connectivity, and that the different documents are merged into a single version of the document that is then stored, eliminating data duplication and reducing storage and backup costs,” explains Evans.

The AirWatch system enforces user rights by ensuring that any new applications used by a person inherit the user rights of the person’s profile, which makes management simpler, secure and consistent across all devices.

Also key to establishing an effective mobile-device and document management system is placing strict time limits and other restrictions on various types of data. All access must have strict limits to the periods for which access is available, which will also prevent the use of outdated information, such as an old price list.