10 Top Tips for Buying a Document Management System

10 Top Tips for Buying a Document Management System

The paperless office has moved beyond the metal filing cabinet, and now your business needs a platform for managing your digital documents. A document management system (DMS) can organise, store, and track changes in your electronic records. The right DMS will integrate with your current systems to maximise workflow and collaboration. Not all document management systems are created equal, so before you rush to purchase one, first consider the following:

1. Determine Your Specific Document Management Needs

You can’t buy the right tool unless you know what you’re trying to fix. While it’s tempting to throw technology at an issue, take the time to assess your organisation’s specific document management needs. Start by making a list of current issues, and engage your staff in this process so that you can target a solution that will actually work for them. Note the various software applications you’d like to integrate with your document management system. Factor in your firm’s projected growth areas so that your new DMS can handle future challenges.

2. Look for a Simple, Straightforward User Interface

Your system should offer an intuitive user interface (UI) that your staff can easily navigate. A powerful software platform with a confusing UI will only frustrate employees. Look for a system that’s simple and efficient, with clear commands and a clean visual design. After initial training, your staff shouldn’t have to constantly refer to a user manual to access your DMS. Designate a few “power users” on your team who can master the UI and share tips and tricks on getting the most out of your new system.

3. Select a DMS with Full Integration Capabilities

Your DMS needs to integrate fully with your current software systems so that you won’t have to hop between applications to complete daily tasks. Make sure your new software can “talk to” your other programs.

4. Manage Workflow

A document management system is far more than a digital filing cabinet. The best ones also act as workflow management systems, keeping your projects moving forward smoothly. Choose a DMS with project management features that meet your organisation’s specific needs. Make sure the platform also includes sufficient scalability for your business, so that your software can adapt to your company’s growth.

5. Focus on Collaboration

With more staff working off site, your system should enable users to collaborate seamlessly. Your employees need to access files simultaneously without having to log out, and they need to track revisions and document versions in detail. Make sure that the system you implement catalogues all changes, and that it lists document versions in a logical order so that your team can reference previous instances quickly.

6. Capture Data Intelligently

The right document management system will capture your data from a variety of input devices. Once your documents have been scanned, the system should intelligently extract and validate the data in the files. The software will then tag and categorize materials for fast retrieval through an easy-to-use search engine, conserving your staff’s time and increasing productivity. While many DMS options claim to offer intelligent data capture, not all deliver. Work closely with your supplier to make sure that the product you select can actually interpret your data correctly.

7. Prioritise Security

Recent data breaches have underscored the importance of guarding your business intelligence. Protect your corporate and client information with a system that includes rigorous security protocols designed to block external attacks. Reputable software suppliers will stress security as a key feature of their products. Remember that you’ll need to constantly monitor and update security levels to address evolving threats.

8. Choose Software with Administrative Control Features

In addition to external threats, you must also protect your data from within by using software that provides administrative control options. Set user permissions that are tailored to the needs and responsibilities of each staff member. Some employees will simply require read-only access, while others will need expanded authorisation to move and delete files. Work with your team to refine permissions, and develop standard “permissions profiles” that you can reference when taking on new staff. Add flexibility with temporary permissions for staff working on short-term projects.

9. Verify Support Options

Look for a supplier that can provide superior product support, preferably in a number of formats (such as telephone, email, and online chat options). Before purchasing your document management system, ask your supplier about turnaround times for support requests.

10. Back It Up

No matter how large or small your business, you can’t afford to lose your documents and data. Always choose a product that offers constant backups on secure servers. Your document management system’s backup capabilities should form part of a larger disaster recovery plan for your organisation.

The Bottom Line

Selecting the right document management system can be a challenge. Take control of your search by first understanding your needs and the available software options. Choose a reputable supplier with a proven product, insist on security, back up your data, and your document management system will provide significant return on your investment.

Source: Tim Eisenhauer, Axero

Why not consider making the transition from hard copy to electronic storage of documents, and let our intelligent document management solution take care of your important data. 

View our explainer video here…

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Lexmark completes Kofax acquisition

Lexmark completes Kofax acquisition

Kofax CEO Reynolds Bish to be president of Lexmark’s Enterprise Software division

Lexmark has acquired Kofax in a cash transaction for $11.00 per share, for a total enterprise value of approximately $1 billion. This acquisition will nearly double the size of Lexmark’s Enterprise Software annualised revenue to approximately $700 million. Lexmark also announced that Scott Coons, president of Lexmark’s Enterprise Software, has decided to retire, effective at the end of July 2015. Coons has successfully led Lexmark’s software division since the company acquired Perceptive Software in 2010. During Coons’ tenure, Lexmark’s Enterprise Software expanded from its enterprise content management software roots into process, capture and search technologies, and significantly strengthened the company’s industry-focused solutions. Coons helped expand the Enterprise Software team’s international footprint through organic sales investment and acquisitions. Coons will assist in the leadership transition until his retirement date.

Effective immediately, Reynolds C. Bish, CEO of Kofax, succeeds Coons as president of Lexmark’s Enterprise Software. Bish will also be a Lexmark vice president and report directly to Paul Rooke, Lexmark chairman and chief executive officer. Bish has been active in enterprise software markets for more than 20 years. He has successfully led Kofax since 2007. Prior to Kofax, Bish co-founded Captiva Software Corporation and served as its president and chief executive officer from 1989 until its acquisition in 2005.

“Scott’s career in enterprise software has been truly extraordinary. He successfully led Perceptive Software from a small startup to one of Kansas City’s hottest companies and one of the industry’s leading enterprise content software providers. Our acquisition of Perceptive Software truly changed Lexmark, helping to grow and position us as a leader in managing unstructured print and digital information,” said Paul Rooke, Lexmark chairman and chief executive officer. “Scott’s thoughtful and insightful leadership has been key throughout Lexmark’s Enterprise Software evolution. His passion for the technology, and for attracting, developing and retaining a deep and diverse group of talented employees, will be the hallmarks of his career. We wish Scott the best of luck in his retirement.”

“We have tremendous confidence in the future of our Enterprise Software business under Reynolds – a testament to his proven leadership abilities and career success. His considerable experience in building and operating global businesses is a harbinger of future growth and expansion for Lexmark’s Enterprise Software,” added Rooke.

Source: Document Manager

 

Why not consider making the transition from hard copy to electronic storage of documents, and let our intelligent document management solution take care of your important data. 

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7 Major Benefits of Cloud Storage for Small Businesses

7 Major Benefits of Cloud Storage for Small Businesses

Over recent years, the world has seen a massive rise in the number of small businesses and startups. While this is a positive trend in many ways, it does bring its own set of challenges with it.

These days, almost every business is heavily dependent on technology and global connectivity. As a result data security, confidentiality and accessibility are some of the major challenges that small businesses are facing today. Effective use of data, in an increasingly connected business environment, has also become an important need. Fortunately, the rise in these challenges has given way to innovative solutions as well. As a result, services like cloud storage have become some of the most sought after business needs. Cloud storage services take away the burden of data management from their customers’ hard drives and places the data into secure, well-managed and highly connected storage devices.

Here are 7 major benefits of cloud storage for small businesses.

1. Foolproof Data Security 

As a small business, you do not have the luxury of investing thousands of pounds in securing your data. But you can still protect it with cloud storage services. Leading cloud storage companies take several security measures to ensure that your data remains perfectly safe. Here are a few of them:

  • All the data is maintained in your cloud storage in encrypted form that can only be accessed with a unique encryption Id.
  • Regular virus scans and security checks are run on your data to eradicate any potential threats.
  • Multiple security layers are implemented on your data to ensure that only you and your authorised users can gain access to the it.

 
2. Regular Data Backups 

One of the most common reasons for data losses, is the unavailability of a properly managed data backup system. By using a cloud storage service, you eliminate the need of managing backups of your data. Your local storage is directly connected with the cloud service where multiple backups of your data are created at different locations that are completely synced with each other. The moment you make any changes to your data, it is reflected in the backup storage as well.

3. Consistency and Reliability 

When not protected properly, access to your data can be affected in a number of ways including power failure, internet connectivity issues, natural disasters. Cloud storage services take all these threats away from your data and make it extremely reliable and consistently available for you. Your data is saved at multiple highly secured locations. So there’s no threat of any power failures or natural disasters to all of them at the same time.

4. Global Data Connectivity 

Many small businesses work with remote teams that need to access data from a centralised location. Cloud storage services give you the ability to grant access to as many users as possible anywhere in the world. You can also manage data rights for different users to ensure proper security. All the changes that are made to the data are completely synced together, giving you the most up to date version of your data. This, of course is a major advantage that you cannot get from your own storage device.

5. Enhanced Accessibility

Unlike local storage devices, cloud storage services can be accessed from anywhere in the world using a number of different devices. Apart from the regular PC, you can also directly access your cloud data with your smartphone and tablets. So unlike local storage, if you need to access a particular piece of data from your smartphone, you do not need to carry it with you all the time. You can simply access it whenever you need and delete it from your smartphone storage as soon as your need is fulfilled.

6. Reduced Infrastructure Cost

Managing a data backup system requires huge investments both in terms of man power and technology. Backup systems also demand additional energy costs as they need to run round the clock. However, by using a cloud storage service, you get rid of a number of infrastructure needs as well. You do not need to employ dedicated professionals to look after your data security and management. You also don’t need to spend extra money on computers and backup servers to store your data. All this can lead to substantial cost savings in the long run and add to the overall profitability of your business.

7. Environmentally Friendly Impact

A strong reason for using the modern cloud based storage services is the positive impact that they have on the environment. Many leading cloud storage companies intentionally employ environment friendly power generation methods for their storage units. Environment friendliness is one of their major considerations while making purchases for their infrastructure as well. Moreover, when you shift your local storage to a cloud service, you effectively save tons of energy that would’ve been consumed throughout the year. When you apply this scenario to hundreds (sometimes even thousands) of cloud storage clients, you can naturally understand the positive impact it will have on the overall environment through reduced power consumption and efficient energy usage.

 

Cloud storage has become an essential need of small businesses in today’s fast moving business environment. As a business owner, you should look to invest your energies on your most productive activities.

Why not consider making the transition from hard copy to electronic storage of documents, and let our cloud-based intelligent document management solution take care of your data. 

View our explainer video here…

https://www.youtube.com/watch?v=oBjh5Y9-zAA

Workflow Automation of Everyday Processes has become a Competitive Advantage

Workflow Automation of Everyday Processes has become a Competitive Advantage

The business value that can be realised from workflow automation is much more than higher efficiency, better time management, and an increased level of organisation.

The core competency of a company lies in how it operates and serves its customers relative to its competitors, and workflow lies at the heart of a company’s operations. Organisations are also looking to gain competitive advantage across the entire value chain, and the ability to effectively collaborate with colleagues, customers and partners anytime, from anywhere, is crucial.

Nowadays, little in business does not involve some sort of a process. But the increasingly global nature of business, with colleagues and customers working in offices and on mobile devices spread across the world, is driving an evolution in how business processes are automated and deployed across organisations. Technology is transforming the way people work. It’s one of the biggest influences on how people within a business connect, collaborate and communicate.

Workflow automation has the potential to help companies get ahead and stay ahead of their competitors by constantly improving everyday processes.

“It’s no longer just what you do that counts. It’s how you do what you do – and how quickly you can modify your business processes to take on new opportunities and challenges – that’s really important.”  Andy Mulholland, Jon Pyke, and Peter Fingar, “Enterprise Cloud Computing – A Strategy Guide For Business and Technology Leaders

Digitisation provides endless opportunities to create new value for an organisation’s products and services. But this value won’t be realised if you merely insert digital technologies into existing business processes, rather than rethinking the work that is the essence of the business process.

With Castle’s outsourced provision, we deliver a cost effective and streamlined solution to significantly improve your business process. Contact Us today for a free, no obligation appraisal of your current business process.

https://www.youtube.com/watch?v=oBjh5Y9-zAA

Source: CMS Wire

Adobe launches Document Cloud with touch-enabled Acrobat DC

Adobe launches Document Cloud with touch-enabled Acrobat DC

Adobe already offers tailored cloud products for creative and marketing professionals, and on Tuesday it launched a like-minded initiative focused squarely on documents. Essentially a set of integrated services that use a consistent online profile and a personal document hub, Adobe Document Cloud is designed to address the waste and inefficiency associated with many of today’s document-based processes, the company said.

At the heart of the new product is Acrobat DC, a major update to Adobe’s longstanding family of PDF tools that features a new tool center and a new, touch-enabled interface. Users of Acrobat DC can easily convert any paper document into an editable digital one, Adobe said. They can also edit, export and reuse any PDF content across devices. Microsoft Office and SharePoint integration is included.

E-sign capabilities, meanwhile, are fully integrated into Document Cloud and included with every Acrobat DC subscription, allowing users to electronically sign and send any document from any device.

Also new from Adobe are two new mobile apps dubbed Acrobat Mobile and Fill and Sign, giving users the ability to create, edit, comment on and sign documents directly on their mobile phones and tablets. The cameras built into those devices, in fact, can be used as portable scanners to convert any paper document into a digital, editable file that can be sent for signature.

Finally, new document management and control services help users manage, track and control their documents. Intelligent tracking, for instance, offers insight as to where critical documents are in the process, including who has opened them and when. Control features help protect sensitive information both inside and outside the firewall.

Source: www.computerworld.com

Why not make the transition from hard copy to electronic storage of documents? It’s easier than you think, click on the link… 

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