Posts Tagged ‘content management’

Avoid These BYOD Pitfalls

September 24, 2014
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Avoid these common BYOD risks that could jeopordize company data or employee privacy.

While implementing a BYOD policy can be extremely beneficial for many organizations, every company’s policy must be tailored to its individual needs in order to be successful. Failing to create a functional BYOD policy could ultimately cost your company more money and sacrifice the security of your data. Avoid these common mistakes when developing a BYOD policy for your organization:

  • Unclear Expectations

    • Employees should have an extremely clear understanding of what exactly their BYOD policy entails. Every employee should know their rights and restrictions, as well as the company’s. Lack of information often causes employees to use their devices in ways that could be harmful to the privacy of business data or their own personal information. Be sure all employees know what is acceptable behavior under the policy and what is not, and how they should proceed should they lose their data or their device.
  • Lack of Employee Privacy 
    • Whether employees truly lack privacy or simply feel they do, a device that they fear is exposing their personal information will likely be one they often avoid using. Especially with devices that track location, many employees feel they’re being too closely monitored by their employer and that their privacy is being invaded. Companies should try to strike a balance that allows employee information to be protected, while still allowing them the necessary accessibility to the information they need or want to use.
  • Unenforced Restrictions 
    • Policy regulations that aren’t strictly enforced are often seemingly nonexistent, and employees will be more likely to break them, perhaps without even realizing it. A lack of policy for protecting data will likely result in its vulnerability and ultimate breach. Once your IT department establishes necessary rules, be sure employee compliance is being monitored accordingly, and that employees are also informed of the consequences of violating regulations.
  • Balancing Security Measures
    • It can be difficult to draw a line between personal and professional use when it all occurs on one device. Should personal apps be prohibited on personal devices just because they aren’t work related? Rules and restrictions should be clear with employees, and finding a way to compromise use without compromising security is ideal. Geo-fencing is one of many ways some organizations are finding a happy medium for both IT departments and particpating employees.

While these tips may be helpful to developing a functional BYOD policy for your business, not every business is the same, and these recommendations may not be helpful or correct for every organization. Be sure to evaluate your company’s individual needs accordingly before making any decisions. You can even use online resources to help you better evaluate your company and its needs.

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Document Management Industry Roundup: August 29, 2014

August 29, 2014
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Some industries are still struggling to implement records management systems.

What’s new in the industry this week:

1. Automating workflow processes can be beneficial for ensuring accuracy and eliminating wasted time, but employee adoption is what truly makes a content management system a useful tool. 

2. Many industries are still struggling to implement the most basic records management systems. Read how law firms and many other types of organizations can benefit from a functional content management system that isn’t comprised of Excel sheets: 

3. As mobile opportunities expand for businesses of all types, making the transition and implementing new technology can be a challenge. AIIM’s latest report explains how industry leaders are overcoming obstacles, and why doing so has been so beneficial. Read more in our white paper: http://bit.ly/1C7iVMq

 4. Last week, a California court ruled that employers must at least partially reimburse employees for personal devices used for work purposes. Find out how this may impact businesses taking advantage of the BYOD trend when the ruling goes into effect in September: http://bit.ly/1qMEOLS

What’s new with FileBound this week:

Last week we challenged our fellow Upland Software staff members to take on the ALS Ice Bucket Challenge with us. They happily joined in for the good cause, and so did the rest of our team! Watch the video here: 

You can also watch Upland’s Austin office take on the challenge here: http://bit.ly/1pm2qrs

Don’t miss these upcoming events:

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

The New Mobile Reality

August 28, 2014
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As the industry moves mobile, consider your workflow options.

The New Mobile Reality – Forget About Apps; Get Moving on Workflows

The mobile world is in a period of transition. Most organizations know big changes are imminent, but industry leaders aren’t exactly sure which ones are best for their businesses. Our partner, AIIM, details what its Executive Leadership Council envisions for the future in its latest Trendscape report, and share how they’re meeting mobile challenges such as:

  • Implementing BYOD policies while maintaing security
  • Re-introducing employees to enterprise work management systems
  • Bridging the gap between employee behavior and company content
  • Re-examining and improving current processes involving big data and user experience

Learn more about transitioning into a more functional mobile world and optimizing your workflow in one of our latest whitepapers. Download the full version here: http://bit.ly/1nJzHYa

Work Management Trends in AP Automation

August 20, 2014
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New developments in the cloud and ECM are improving the capabilities of AP departments.

Institute of Financial Operations Executive Report Work Management Trends in AP Automation

New developments in ECM industry are changing the way AP departments operate. Changes in the cloud, mobile, and analytics are all providing new opportunities for AP departments to become more agile, meet higher performance benchmarks, and increase usability. This report from IFO explains:

  • How workflow tools allow fast response to changing business needs and can be easily implemented by users
  • Cloud-based solutions that are secure and can make it easier to deliver business continuity across a distributed workforce
  • Mobile access that is available across any device, making processes like purchase-to-pay cycles easy to complete from anywhere
  • Meaningful and insightful analytics that can be retrieved without the assistance of a database administrator, such as predictive dashboards

If you’re considering an AP automation solution or looking to improve your current process, this look at the latest trends in technology will help you better understand your best options.

Download the full whitepaper here: http://bit.ly/YajR34

Content and the Cloud: The Forecast is Decidedly Cloudy

August 13, 2014
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Cloud-based technologies will change the field of content management in the next two years.

In a new report sponsored in part by FileBound, our partner, AIIM, shares how cloud-based technologies will change the way organizations manage their content in the next two years. Nearly 50 senior executives from the U.S. and Europe shared their insights to provide accurate information about cloud computing issues and concerns. Download the free trendscape report to learn more about what’s ahead for the cloud in the coming years: http://bit.ly/1ozwuhj

Testimonial: BSC

July 16, 2014

Ernest C. Hughston, the Executive Director of Operations & Technology at Business Systems & Consultants, Inc., shares his experience with FileBound and why BSC is a proud reseller. Watch the video to learn more:

Furniture retail outlet maintains document security and increases efficiency with FileBound

July 2, 2014
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FileBound helped Furniture Row save time, share files easily, and protect important documents.

 

Successful home furnishings company, Furniture Row, is limited by congested internal services and lack of space for sensitive material. FileBound Document Management Solutions with hosting capability provides structure needed to get company up to date on the latest electronic filing software and increase daily efficiency.

Company Profile

Founded in the early 1970’s, this privately held retail company is one of the fastest growing furniture outlets in the country. Offering multiple name brand home furnishing stores in one location provides customers with unparalleled selection. With 31 locations and roughly 3000 employees this national company has a strong and successful background. High quality furniture and a knowledgeable sales staff provide unbeatable resources for continued growth.

Business Challenge

Though successful with customers and retail, the company began to feel internal strains through its continued growth. With expansion, the hiring of new staff and transfer of existing staff created complications in storing employee records and files. All employee records had to be stored in an offsite location, which consisted simply of stacked file boxes. These boxes took up valuable space and created a cumbersome process of retrieving a specific file, especially if the file was in a box located at the bottom. Also, the inconvenience of an offsite storage center was an insecure way to store sensitive data and time consuming to retrieve data and share documents. While aiming for an innovative electronic filing system, the company lacked onsite technical staff to properly maintain any sort of complex system.

Solution

In 2007 the company was able to successfully address all individual needs with one compact solution using FileBound Document Management System. Overcoming the lack of a technical department, the FileBound On-Demand option was chosen allowing hosted electronic file storage. Hosting alleviated the initial capital investment from the company and provided security for sensitive employee records. FileBound On-Demand allowed company employees to retrieve records data through a secure Internet connection and processed file requests infinitely faster than if done manually.

Initial implementation of FileBound software was complete in less than a week and scan-on-demand abilities allowed newly scanned documents to be available the same day. Through the secure Internet connection and easy usability, employees were able to retrieve documents instantaneously increasing the overall efficiency of day-to-day operations. Within months all paper records were scanned and stored at the host site to eliminate all hard copy records, creating usable physical storage space and reduced costs.

Business Benefits

The successful furniture retail company was able to greatly improve the ease and efficiency of daily operations. Documents became readily available to employees at multiple locations at the same time. Sharing of information increased employee’s ability to process service requests more quickly and improve communication networks. The FileBound solution increased qualitative and quantitative aspects of business in multiple ways:

  • Drastically reduced costs associated with rental of storage space and mailing fees to move documents to locations around the country
  • Increased security of company sensitive information
  • Cut document retrieval time down from hours to minutes
  • Allowed employees to share files within minutes instead of days, greatly improving internal employee service

Though the company had already proven its ability to address the needs of customers, FileBound gave them the ability to properly address internal issues as well. On-Demand scanning capabilities and host storage of files has allowed this company to improve overall internal structure and prepare for the opportunities of the futur

Document Management Industry Roundup: June 27, 2014

June 27, 2014
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Changing trends in the cloud and ECM were popular topics in the industry this week.

What’s new in the industry this week:

1. Cloud computing offers a wide variety of solutions to businesses, including these unexpected benefits: http://onforb.es/1mlYmAb

2. As more business begin to see the benefit of utilizing the cloud and begin adopting BYOD policies, securing content becomes even more important: 

3. Nebraska, home of FileBound HQ, was named number four on CNBC’s Top States for Business list this week: 

4. Still not exactly sure what Enterprise Content Management (ECM) is? It’s what we do. Here’s a quick overview from our partner, AIIM:  

5. While some feel that ECM may be on its way out, others feel it’s evolving to adjust to a changing industry. See what shifts new growth in business and technology is causing:  

Don’t miss these upcoming events:

Our partner, AIIM, will be hosting its annual Round the Lake Dinner Cruise on Tuesday, August 12, from 6 p.m.-9:30 p.m. Both users and vendors are welcome to enjoy a leisurely ride around Lake Washington while socializing with partners, colleagues, and friends. We hope you can attend! http://bit.ly/AIIMcruise

Sign up for our FileBound Solution Architect Boot Camp and learn how you can use FileBound to build a complete business solution to your workflow needs. Contact your account manager to sign up for and learn more information about our  course:

  • Monday, July 7 – Thursday, July 10
  • 8:30 a.m. – 5 p.m. daily (lunch and refreshments provided)
  • FileBound by Upland, 1701 Cushman Dr., Lincoln, NE

The Power of FileBound Touch

June 18, 2014

FileBound Touch is the perfect solution for the on-the-go user. Submit and approve expense reports while traveling, and access your most important documents from anywhere. See what else you can do with FileBound Touch, no matter where you are.

Creating and Publishing FileBound Forms

June 11, 2014

FileBound’s drag-and-drop form designer now makes forms even easier to build and share. Customize templates or create them from scratch to collect and input all the necessary data you need for any task or project. Watch the video below to learn more about how FileBound forms can help you streamline your workflow processes: