Enterprise Content Management Industry Roundup: Nov. 28, 2014

November 26, 2014

 

Orange traffic cones are seen next to an icon of a laptop and text that reads "Signs of digital disruption."

AIIM’s John Mancini tackled the topic of digital disruption and how to spot it this week.

 

What’s new in the industry this week:

1. One in five organizations have no official BYOD policy. See all of AIIM President John Mancini’s 29 warning signs of digital disruption.

2. How can enterprise prepare for the future of the digital workplace if that future is unknown? Measure, learn and evolve and read six other tips to build the workplace for the future.

3. Companies should try to create customer-centric processes. Ditch the organizational chart and learn more tips from an expert.

Don’t miss these upcoming events:

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

Integrating systems of record, engagement in ECM

November 26, 2014
A person is shown with a hand on a computer mouse, with the computer in the background.

Integrating systems of record and systems of engagement can be done with an enterprise content management system.

 

Integrating systems of record and systems of engagement can provide a variety of benefits for enterprise.

“Once monolithic silos confined to a few specific back office processes, ECM has been going through an evolution…Now the cloud is truly making robust ECM functionality accessible to all,” Ralph Gammon, editor and publisher of the Document Imaging Report newsletter, writes in a FileBound white paper.

Systems of engagement manage interactions, including those from internal and external sources. Vendors, customers and employees can all provide interactions with this system. These can include interactions through social media, websites or e-forms. Systems of record include enterprise content management systems and enterprise resource planning systems.

“It’s in these Systems of Record that we store transactional data, protect customer identities, and store and archive patient interactions,” Forrester Research analyst James Staten writes. “As such these systems are slower to iterate both due to complexity but also based on the importance (and compliance) of the data and the processes they have helped solidify.”

These systems are an extension of traditional business and they are increasingly needing to connect to the systems of record, Staten writes.

An ECM system can connect these systems of record and systems of engagement.

By doing this, the system of engagement can access even more information and the two systems can share information smoothly. Transactions can be completed more quickly, which can benefit customer service.

So what features does Gammon think a modern ECM system should have? Modern ECM systems should be cloud-based, have flexible workflow, and have a strong data analytics component. The new features, such as cloud connectivity, have to be paired with the old features of capture, search, security and records management.

To learn more about how systems of record and systems of engagement interact and how FileBound can seamlessly integrate the two, download our white paper.

Enterprise Content Management Industry Roundup: Nov. 21, 2014

November 21, 2014

 

A pair of hands on a computer is next to a magnifying glass icon and test that reads "Search Challenges and Solutions."

The challenges and solutions of internal search made news in the industry this week.

What’s new in the industry this week:

1. A majority of information professionals surveyed by AIIM said it is difficult to get internal information through a mobile device. Read more insights from the survey about internal search capabilities and see tips to improve search.

2. Today’s CIO needs natural leadership and agility, GE Capital International Kevin Griffin says. See what else the executive has to say about the future of the position in an interview with CIO.com.

3. AIIM President John Mancini notes that there is a lot of untapped potential to improve processes when it comes to paper use. See some tips from AIIM’s research on paper on how to change paper processes.

4. Put boundaries on what information needs to be captured when thinking about scanning documents. Read seven tips for adopting document imaging technology.

What’s new with FileBound:

We welcomed Solution Q to the Upland Software family on Friday. Our parent company is growing its enterprise work management solutions by adding Eclipse PPM. It is Upland Software’s seventh acquisition in three years.

Don’t miss these upcoming events:

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

FileBound’s Top 10 Social Media Tips

November 19, 2014
An image shows a quill and read "Use proper spelling and grammar."

Proper spelling and grammar are import for any information published by a company, including posts on social media.

Social media is a great way to expand the reach of your business. Need help improving your social media platforms? Here are FileBound’s top 10 social media tips.

Use proper spelling and grammar

Your social platforms are an extension of your brand and an important way for customers to learn more about your company. Misspellings and grammatical errors are unprofessional and will cost you credibility with customers. To make sure you are publishing good content, have a couple pairs of eyes look at each post. You can also create an internal style guide so you can quickly reference the spelling of products or people you mention often.

Use video to inform your customers

Videos can be a more engaging way to interact with customers than a text-only post. According to Social Media Examiner, almost 75 percent of marketers say they plan to increase their use of original video. When creating video, use a variety of shots to keep viewers interested. Also, pay close attention to the quality of the audio – viewers will click away if they can’t hear what your video has to say. Share your videos on your social platforms and your website.

Utilize advertising opportunities

Think of your social platforms as a way to directly help your sales. About one-third of consumers have acted on a brand’s promotion on social media, according to Invesp. You can promote your posts on Facebook, Twitter and LinkedIn to reach a targeted audience. Be sure to collect information, such as an email address, from any new customers to help grow your business.

Learn which platforms your audience favors

Facebook is the most important social network for business-to-consumer communicators, but LinkedIn is the most important for business-to-business marketers, according to a Social Media Examiner survey. Make sure you’re reaching your audience the best way possible by customizing your content. Use LinkedIn to share content and make connections with others in the industry. There’s no harm in maintaining a variety of social platforms, however, because you never know how a customer could find you.

Stay updated with social platform changes

Stay updated with Facebook, Twitter and LinkedIn news to learn when platforms make changes that could impact your brand. You can find out news about Facebook on their business page. Twitter posts a blog about advertising. News about LinkedIn can be found on its blog. You can also follow websites that contain a lot of social media news.

Utilize social pages for customer service

Social media can serve as an extension of the customer service department. Reach out to fans and followers with technical difficulties and refer them to a representative who can help solve their problem. You can draft a response to use for a variety of situations to help ensure you help customers as quickly as possible.

Be mobile friendly

Forty percent of cell phone owners access social media on their device, according to a Pew Research Center survey. Keep this in mind when posting to your social platforms. Don’t overwhelm your audience with text and make sure that photos don’t look augmented on a mobile screen.

Keep copy short

Don’t ramble while you’re writing. Twitter notes that promoted tweets shorter than 100 characters have higher engagement. Keep LinkedIn posts below 25 words to have more shares, according to Buffer and SumAll. They also found that Facebook posts with 40 characters receive higher engagement that posts with a higher count. You can use a link shortening website, such as Bitly, to help you save characters when linking to a website.

Keep your posts visual

Photos get more engagement on Facebook and more retweets on Twitter, Social Media Examiner notes. With every post, ask yourself if you can include a photo, a graphic, or even a video. Make sure to use good-quality photos – a blurry cell phone photo will not improve your reputation with your customers.

Post just before or after the hour

If a meeting starts late or ends early, employees may use the few extra minutes to check out social media. Posting just before or after the hour or half-hour mark could help you reach more audience members. Consider planning your posts in advance so you aren’t caught off-guard when you want to post.

Enterprise Content Management Industry Roundup: Nov. 14, 2014

November 14, 2014
A hand holding a pen is shown working on a spreadsheet.

Data analysis and data security were two big topics in the industry this week.

What’s new in the industry this week:

  1. More than half of large enterprises are using public cloud solutions or plan to do so in the future for data analysis needs, according to a study by Gigaom Research. Learn what concerns senior management and leaders have for moving data to the cloud.
  1. More than 20 percent of data uploaded to the cloud is done in applications where vendors say they own the data. Learn other security threats from the Netskope survey and gain three tips for IT managers to keep control of their data.
  2. Saving money with a BYOD policy is dependent on how the program is implemented. See how different companies are managing their policies to cut back on costs.
  3. The legal, finance and HR departments are most resistant to going paperless, according to AIIM research. See what AIIM President John Mancini has to say about the intersection between paperless and legal concerns.

Don’t miss these upcoming events: 

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

FileBound’s Top 10 Productivity Tips

November 12, 2014

 

With the holidays quickly approaching, it’s easy to be more overwhelmed at work than usual. Here are FileBound’s top 10 productivity tips to help you stay focused.

 

A graphic with an icon of eggs and bacon says "Begin the day Right."

Give your breakfast the attention it deserves.

 

1. Begin the Day Right

Don’t miss the opportunity to start the day right. Eating a healthy breakfast can improve concentration and performance at work, WebMD notes.

2. Cut Down on Office Noise

The State of the Workplace Productivity Report by Cornerstone found that 37 percent of employees say an enclosed office is the most productive. If you can’t close a door to quiet the noise, try using noise-canceling headphones or talk to your coworkers about the noise.

3. Don’t Bring Work Home

The report found that a majority of employees say work overload is harmful to their productivity. Keep work-time and downtime separate to recharge and be more productive the next day.

4. Relocate

The Cornerstone report also found that 43 percent of employees say impromptu coworker visits are the biggest productivity killer. Moving to a less accessible different location – even in your own office building – can help you get your productivity back.

5. Sit up Straight

Scientists say that the body influences the mind in what is known as “embodied cognition.” One study found that sitting up straight can help you think up positive thoughts. Good posture has also been shown to decrease fatigue, which helps you make fewer mistakes. Pay attention to your posture at work.

6. Stay hydrated

Dehydration can have a negative impact on mood, according to research. People who were mildly dehydrated experienced symptoms such as fatigue and difficulty concentrating. Drink eight, 8-ounce glasses of water to stay hydrated and help you stay productive.

7. Get Started Early: Don’t procrastinate

Procrastination can lead to unnecessary stress and scrambling. Hold yourself accountable by giving yourself enough time to properly do your work. Starting earlier will give you more time to make any changes and catch any errors.

8. Break Big Tasks into Smaller Ones

Several smaller projects are easier to complete than one large one. If you’re losing sight of the big picture to dozens of small details, shift your focus and work on a smaller piece of a project.

9. Take a Break

A recent study found that the most productive employees work for 52 minutes and then take a 17 minute break. DeskTime, which conducted the study, found that the highest performing employees were using their breaks to walk, talk to a coworker or exercise. Taking a break isn’t lazy, it’s better for your productivity.

10. Reward Your Accomplishments

Make it through a big project? Have a successful meeting with your coworkers or a client? Celebrate your accomplishments. It will give you the motivation to take on your next task.

Enterprise Content Management Industry Roundup: Nov. 7, 2014

November 7, 2014

wpfd-conclusions

What’s new in the industry this week:

  1. FileBound and hundreds of other businesses participated in World Paper Free Day on Nov. 6. FileBound participated by sharing tips about how to reduce paper on Twitter. More than 20 percent of organizations are increasing their paper consumption despite the benefits of going paperless, according to new research by AIIM released for World Paper Free Day. See what else you missed from Thursday’s World Paper Free Day.
  1. AIIM President John Mancini reflected on “Zombie Paper” – or turning paper into a digital asset, by scanning it, only to print the document again – in a blog for World Paper Free Day. AIIM’s study found that almost 20 percent of scanned documents were reprinted.
  1. What does it take to develop an Internet of Things application? See how pre-built platforms are helping some companies connect their devices to the Internet.
  1. Many consumers think that wearable health devices could boost average life expectancy by 10 years, according to a report by PricewaterhouseCoopers, but daily use of wearable devices is very low. Learn why one expert says improving the data the devices collect could lead to large-scale adoption.

Don’t miss these upcoming events: 

Senior Vice President of Technology at Upland Software and General Manager of FileBound, Sean Nathaniel, is joining Ovum for a webinar on reducing ECM complexity. Register for the Nov. 12 event here.

Registration is now open for the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family from April 27-April 30, 2015.

Three Things to Know for World Paper Free Day

November 5, 2014

world-paper-free-day

 

On Thursday, businesses around the world will stop using paper as part of AIIM’s World Paper Free Day.

AIIM notes that 300 million tons of paper are produced each year and 4 billion trees are cut down annually. If the entire world participated in World Paper Free Day about 11 million trees could be saved.

If you take the pledge, AIIM will make a donation to The Arbor Day Foundation, which inspires people to plant, nurture and celebrate trees. Like FileBound, the Arbor Day Foundation is headquartered in Nebraska. The first Arbor Day was celebrated in Nebraska.

Here are three things to know about reducing paper use in the office.

The Impact of Paper

According to the U.S. Environmental Protection Agency, paper is the biggest source of municipal solid waste in the country. The U.S. alone uses almost 70 million tons of paper and cardboard a year. Whole trees and other plants account for one-third of the materials used to make paper.

Why go paperless?

Enterprises of all sizes can benefit from going paperless, or even just reducing the amount of paper they use. Only a quarter of AIIM community members surveyed say they have a specific strategy to becoming a paperless office.

Businesses can save money on printing, photocopying, storage and labor by going paperless. For example, American Airlines says it will save about $1 million a year by giving flight attendants tablets instead of paper manuals.

Paper documents can be mishandled and hard to access remotely. Almost half of AIIM respondents say the time spent entering data, searching for copies and filing was one of the biggest issues caused by paper-based processes in their organizations. The inability to monitor paper-based workflows is also problematic, respondents said.

Tips for Reducing Paper

One way to successfully reduce paper use is to involve management, AIIM says. Half of respondents in an AIIM survey say they used so much paper because of a lack of mandates or initiatives to reduce it from management. Employees can also cut back on paper by using technology in meetings, where research found that 60 percent of respondents were using paper copies.

Reducing paper use doesn’t stop after World Paper Free Day. Taking a few steps can continue your business’s paper use. For example, measure how many pages each employee is printing or make it more difficult to print my removing printers from employees’ desks. If going paperless sounds out of reach for the moment, consider becoming a paper-light office.

Think about ways to take World Paper Free Day home, such as setting aside dedicated time to scan documents and creating a personal digital workflow to manage documents.

“Enough is enough – it is 2014 and we are still drowning in unnecessary paper, at home and at work,” AIIM President John Mancini said in a press release.

Enterprise Content Management Industry Roundup: October 31, 2014

October 31, 2014

it-training-options

What’s new in the industry this week:

  1. Try negotiating a group rate on classes to help save on employee training costs. Learn five other ways to maximize the IT training budget.
  1. If a zombie uses the cloud, who can access the data? Read about the issues that U.S. tech policy has when it comes to the dead – and undead – in areas such as social media, health records and copyright law.
  2. Eighty-five percent of companies could be facing an insider threat, even though only 17 percent of IT professionals think their company has faced that type of security issue. Read more about Skyhigh Networks‘ quarterly analysis to learn about other cloud security concerns.
  3. Tablet use and the mobile workforce continue to grow and embracing a mobile workflow is key, one analyst says. See how a growing digital presence is an opportunity to change workflow.

What’s new with FileBound:

FileBound’s newest release became available on Monday. Senior Vice President of Technology at Upland Software and General Manager of FileBound, Sean Nathaniel, said the new release is part of Upland’s vision to continually improve the user experience.

Don’t miss these upcoming events:

Senior Vice President of Technology at Upland Software and General Manager of FileBound, Sean Nathaniel, is joining Ovum for a webinar on reducing ECM complexity. Register for the November 12 event here.

Mark your calendars for April 27-30, 2015, and attend the second annual Upland User Conference! The FileBound team will be there in Lake Buena Vista, Florida, at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

Love Process Automation? Six Areas you can Automate to Make Life Easier

October 28, 2014

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Whether it’s accounts payable automation or workflow automation, those who use enterprise content management systems are already familiar with the benefits of automation. The industry is growing and reaching more businesses and consumers. Internet of Things devices are expected to account for 9 billion connections by 2018, according to BI Intelligence estimates.

Here are six areas where automated processes could make your life easier, both in and out of the office.

Internet of Things at Home

Everyday home objects from refrigerators to lamps are being connected to the Internet. Home entertainment system can also be automated. For example, televisions, audio systems and lighting can be programmed and adjusted to fit a homeowner’s needs. A special egg carton will even remind shoppers when it is time to buy more eggs.

On the Road

Autonomous vehicles could make up a significant portion of road traffic in the future. The National Highway Traffic Safety Administration has created a policy that includes recommendations about the regulation and licensing of autonomous vehicles. The Internet of Things can help drivers themselves, too. Sensors in parking facilities can be used to help drivers learn when parking spots are available and sensors in buses are being used to help improve maintenance.

Security

Security is at the forefront of consumers’ minds. For example, consumers were more willing to pay for a smart smoke alarm than a smart refrigerator, according to a report by Acquity. Security cameras allow for the monitoring of property through a smartphone. Phones can also be used to lock and unlock doors.

The elderly in particular can benefit from the security features of home automation. For example, seniors can receive help with the push of a button and be connected to emergency help. Seniors could also use the security cameras to check who is at a door without having to get up and check.

Health care 

The health care industry is one area that could benefit from automation. For example, automating patient data collection and analysis can save doctors’ timePill bottles can tell patients when they miss a dose by either glowing or sending them a text message. Heart implant defibrillators can send information to a doctor if it has wireless capability.

Sports

Internet-connected sensors are also being used for sports. One company has made devices that attach to baseball bats and can measure the bat’s swing speed and the angle. The company’s CEO told Computerworld he believes that one-day sports sensors will be everywhere and provide a stream of information for coaches and athletes. Other researchers are hoping to use sensors to alert coaches or parents when an athlete receives a concussion.

Travel

Travelers could one day benefit from security lines that tell travelers how long the wait is and from an auto-rebooking system that determine if a traveler will miss their flight based on their GPS, thanks to the ability to be connected to the Internet. For example, at Austin-Bergstrom International Airport, a system monitors Wi-Fi connected devices to measure how long it takes for a device to move through security. A screen with wait times is posted near the security checkpoint. The data doesn’t just help travelers move through the line faster, the information can help airlines and the Transportation Security Administration to decrease wait times.