Success story
Bell CanadaIndustry• Telecommunications

Solution• OpenText™ Tempo™ Box

Canada’s largest Telecommunications
company ensures secure file sharing
and collaboration–anywhere, anytime
Bell Canada enables mobile access to high-volume, confidential files
with OpenText™ Tempo™ Box

Results
Full ROI within two months
Reliable, secure file sharing andsynchronization
Mobile access to files via
preferred devices
Reduced turnaround for document
collaboration from days to hours“We are 100 percent satisfied with Tempo Box. We’re extremely
happy about the savings that it generated for us. And, Tempo
Box does what we need it to do. It’s stable. It’s secure.”Alex Valcelli
IT Manager
Bell CanadaCanada’s largest Telecommunications company ensures secure file sharing and collaboration–anywhere, anytime

Freedom to share content securely and without risk— an ideal
combination, but often hard to come by. As Canada’s largest
telecommunications company, Bell Canada recognizes the importanceof both characteristics as it provides consumers, businesses andorganizations of all sizes with a variety of communication solutions,from wireless connectivity to satellite TV, home phone and internet
access. The enterprise deployed OpenText Tempo Box to help its
own professionals increase the mobility, accessibility and control ofbusiness-critical content without sacrificing the security demanded
by internal policies and industry regulations.

‘Insane’ prices for inconvenience, insecurity

Many customers come to Bell Canada for freedom to be mobile whileconnecting to people and content via secure means. Within the enterpriseof more than 55,000 employees, the same accessibility and safeguardof business content is imperative, but proved elusive for Bell Canada’s
regulatory affairs and legal departments.

Among other responsibilities, Bell Canada’s regulatory affairs department
must file almost every day with the Canadian Radio Television Commission(CRTC). Documents that must be filed are Applications, Responses tointerrogatories, comments, etc. Compiling all these documents within
the collaborating groups was a big task. “We have to make sure wehave the latest version. Email is not the best way to share documents
in need of editing. With several people collaborating, we never knew
which was the latest version,” explains Sonia Diaz-Sotomayor, Associate Director for Regulatory Affairs Information Services at Bell Canada.
Less electronic means complicated other regulation efforts as well,especially when executives attended important meetings or hearings.
“We were going with stacks of binders and boxes of paper,” Diaznotes. The outdated methods could complicate storage for later retrieval
and create hassles during travel to and from Hearings.
Bell Canada’s legal department experienced similar frustrations: attending
hearings with boxes in tow, emailing multiple files, and trying other filesharing solutions. Like its counterparts in the regulatory affairs department, Bell Canada legal professionals placed security as its top priority
for the exchange of documents which—like any corporate office—range from “generic to supersensitive,” as described by Alex Valcelli,
IT manager within the IS/IT group for Bell Canada’s legal department.
“Day-to-day usage contains mostly general, low-sensitivity informationthat we need to share with other legal firms,” he notes. “When there islitigation, we need to exchange confidential information that pertains tothe case.”
In either circumstance—public or confidential information—there is a
lot of it. The legal team used to email material, but the files grew beyond
email capacity. “We went through a transition with assistants zippingand splitting all these files, but it was an absolute mess,” Valcellirecalls. “There was no control. There was no audit trail: Did theyreceive it, could they open it? There was no way of knowing.”
The legal and regulatory affairs departments tried other methods. FTP
file access was secure, but slow and confusing for users. Web-based
file hosting services lacked security. The legal group also placed largeamounts of data on secure hard drives and shipped them to contacts.
“But, it cost us a fortune,” Valcelli says. “We often paid high fees toship one secure drive. It was insane.”
Bell Canada initially accepted the costs as “the price you pay” for security;
however, the regulatory affairs and legal departments were ready to find amore convenient, affordable way to exchange sensitive files.

“Tempo Box allows ourprofessionals to use
whatever device theywant. So wherever they
are, they can accesstheir files, which gives
everyone a huge senseof liberty.”Alex Valcelli
IT ManagerBell Canada

Canada’s largest Telecommunications company ensures secure file sharing and collaboration–anywhere, anytime‘No-brainer’ secure file sharing and synchronization

The regulatory affairs and legal departments at Bell Canada installed
Tempo Box, Express Edition in 2012, working closely with the OpenText
support team. Secure file sharing and synchronization from OpenText
offers Bell Canada employees the freedom to easily share, sync andaccess protected corporate information from anywhere—all with a lightning fast return on investment for the solution. Diaz, Valcelli and othersat Bell Canada use words like “awesome” and “fantastic” to describe
both the OpenText technology and OpenText support team.
The decision to install Tempo Box was influenced by Bell Canada’s
established relationship with OpenText. “We have worked withOpenText for so many years, we know the pedigree of the company,”
Valcelli says. The regulatory affairs and legal groups at Bell Canada haveused OpenText™ Content Server (formerly Livelink) as an ECM platform
for more than 14 years. Members of the groups also use OpenText™
Document Management, eDOCS Edition. “Obviously, we believe
in OpenText,” Diaz says. “When we saw Tempo Box in action, wethought, ‘This is a no-brainer. We need this.’ We had to find a solutionthat filled the gap between email and cloud solutions. Tempo Box
is the perfect fit. Bell Canada could have used Dropbox ™ and othersolutions to fill their needs but chose OpenText for their ability toleverage secure internal servers, and their high level of service,support and dedication to customer satisfaction.”
While another edition of Tempo Box includes integration with ContentServer, Bell Canada preferred to keep the technologies separate. Tempo
Box, Express Edition is a self-contained environment that can be usedwithout a previously existing content management system or alongsideother content repositories.

Mobile ‘liberty’

Tempo Box enables Bell Canada’s employees to collaborate with teammembers and external business partners using a variety of preferredmobile devices. “Tempo Box allows our professionals to use whateverdevice they want. So wherever they are, they can access their files,
which gives everyone a huge sense of liberty,” Valcelli says. Within hisgroup, close to 90 percent of legal professionals use Apple® iPad® tablets
to view files. “Users love accessing eDOCS data anywhere. They justgrab the file at the office, drop it into Tempo Box and use mobiledevices or personal computers to share and maintain an audit trail
so they know who accesses files and when,” Valcelli says. Internal andexternal contacts access files through assigned IDs and logins.
Some employees within the regulatory affairs department also accessfiles through mobile devices. Soon after installing Tempo Box, Diaz sent
her boss to an oral hearing with all necessary documentation available
through an iPad.
Eliminating the luggage of extra paper and boxes proved even moreadvantageous later, when the executive made a trip to Inuvik, Canada,
one of the most remote regions in the world. “It is so far and the plane
to get there was so small,” Diaz notes. Her boss didn’t have to carryboxes of file folders as heavy, dead weight. “Also, from our end, wecould add more files to his case to be synchronized and he would get
it right away. The distance is not an issue.”
Other regulatory professionals working at the office via desktop computers or out of the office through the secure browser site have easieraccess to documents and other material. Information and filings for theCRTC are managed in one place; employees work in sync and easily
maintain version control.

“Bell Canada could haveused Dropbox andother solutions to fill
their needs but chose
OpenText for their ability
to leverage secureinternal servers, andtheir high level of service,support and dedication
to customer satisfaction.”
Sonia Diaz-Sotomayor

Associate Director for RegulatoryAffairs Information Services
Bell Canada

Canada’s largest Telecommunications company ensures secure file sharing and collaboration–anywhere, anytime‘Unbelievable’ speed

First-time users are often surprised by the convenience of Tempo Box.
“A lawyer approached me because she needed to send files too big
for email and her Dropbox was frozen,” Diaz recalls. After breathinga sigh of relief that the confidential material wasn’t yet saved to theunsecure file hosting service, Diaz walked the lawyer through simple
steps to upload documents to Tempo Box and email a link to anotherlawyer staying at a hotel. “By the time we finished the conversation,
the lawyer at the other end had downloaded the file. My co-worker
said, ‘Really? That’s it? Why didn’t I come see you before?’ ”
Tempo Box speed still surprises Diaz who says uploading files are so fast,
it’s almost unbelievable. “I synchronized 300 documents last week
and it only took three minutes,” she notes. “I thought maybe there
was something wrong. But, we checked, and everything was there.
No problem.”‘Perfect fit’User adoption is largely positive, Valcelli notes, saying those who aretechnically inclined love it. Others require some training and time toadapt to a new way of working. “I’ve been in IT for many, many years
and I have never seen such a great product as OpenText Tempo
Box,” Valcelli says. Furthermore, he knew Tempo Box would be a “goodproduct for a perfect fit” at Bell Canada, an assurance that helped
during installation, which was delayed by some complexities in thestructure of the enterprise’s dual firewall system, managed by an outsourced IT provider. “There was no doubt in the product from dayone,” Valcelli says. “It is thanks to the entire OpenText support teamthat we got through implementation challenges and now Tempo Box
is working like a charm.”

Diaz and Valcelli view OpenText support team members as information
experts; a tight relationship spans all OpenText products used at Bell
Canada. “If anything happens, we contact OpenText support and wehave super-competent, knowledgeable people that have the answer,”
Valcelli says. Diaz agrees, adding, “OpenText has the tools to help itsend users properly and efficiently.”

Trusted convenience and control with cost-savings

Bell Canada achieved full return on investment in Tempo Box within its
first two months of deployment, according to Valcelli. “Once we had
avoided shipping just two hard drives via previous methods, we paid
off everything for Tempo Box—implementation, licensing, administration—everything,” he says. The company already had the necessary
hardware in place.
Rapid ROI with impressive cost-savings influences overall contentment with the system. “We are 100 percent satisfied with Tempo
Box,” Valcelli says. “We’re extremely happy about the savings that it
generated for us. And, Tempo Box does what we need it to do. It’sstable. It’s secure.”
Diaz concurs, noting security is top priority for Tempo Box as well. “Whenwe saw Tempo Box working, we saw everything we were looking
for—a single, secure repository that is reliable and accessible
everywhere,” she says. “We trust Tempo Box—we really have aproduct that we can count on.”This focus on safeguarding information leads to another type of securityfor managers and other Bell Canada professionals. “We sleep securelyat night and we feel very at ease with the fact that Tempo Box isworking the way it is and that the people are getting the files theyneed,” Valcelli says. “Tempo Box gives us huge freedom without
having to worry about security.”“When we saw Tempo
Box working, we saw
everything we werelooking for—a single,
secure repository that isreliable and accessible
everywhere. We trust
Tempo Box—we reallyhave a product that wecan count on.”
Sonia Diaz-SotomayorAssociate Director for Regulatory
Affairs Information Services
Bell Canada

Canada’s largest Telecommunications company ensures secure file sharing and collaboration–anywhere, anytime

Since Tempo Box is fast and easy-to-use, it eases document collaboration for Bell Canada employees and contacts outside the company.
Compared to methods requiring shipment, turnaround is shortened
from three days to three hours, Valcelli estimates. Uploading andsharing “piles” of documents can be done within minutes.

From its success and lessons learned, Diaz and Valcelli are championing
the deployment of Tempo Box across all business units at Bell Canada.
For now, whether they are in Montreal or Inuvik, regulatory affairs andlegal professionals know they have a secure, easy way to access,synchronize and control information.

Convenience impacts productivity and timeliness for business tasks,
according to Valcelli: “It’s really handy to collaborate, wherever youare,” he notes. “You can do it, as opposed to putting it off until thenext day. That, in itself, is a huge savings in time and effort.”

About OpenText

OpenText, The Information Company™,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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