Posts Tagged ‘Document Management’

Case Study: FileBound Aids Car Sales Process

January 7, 2015

 

A blue car is pictured.

FileBound helped Australian Fleet Sales adopt a more efficient document management process.

 

An inefficient document management process was slowing down Australian Fleet Sales, a recent FileBound case study explains. The company operates 12 sales yards that serve both individuals and businesses.

When a customer purchased a vehicle, a physical file was created. Customers who needed financing also had another file created. These files create a Deal Pack. All Deal Packs had to be sent to one of the yards that served as the main office, which processed and filed the information.

This old process created several problems for the company. It was difficult for staff to find important customer information in the Deal Packs. Secure transportation was needed to move Deal Packs from the 11 other yards to the main office. An increasing number of file cabinets holding contracts were used up valuable office space. Also, management could not check Deal Pack status reporting across all the yards.

To solve these problems, Australian Fleet Sales turned to FileBound.

Now the business can scan and upload Deal Packs into the cloud from any of the 12 yards. PSI:Capture, a document processing software, captures important index data from each file before it migrates to FileBound. Employees can complete tasks using an Internet browser or the FileBound Touch application.

Australian Fleet Sales has seen many benefits since the switch to FileBound.

  1. Customer service and staff satisfaction have increased with immediate access to information.
  2. Staff spend less time searching for specific files and documents.
  3. The time needed to file and scan documents has been cut in half thanks to FileBound.
  4. Deal Pack files are shared from each of the yards when they are created.
  5. Office space has been freed up to use for other purposes than storing files.

The company has more plans to incorporate FileBound solutions into their business. Learn more in the case study here.

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CYOD: What you need to know

October 1, 2014
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CYOD is becoming the device policy of choice for many companies.

Though BYOD is beginning to dominate many industries, many organizations are implementing a similar but slightly different device use strategy — CYOD. A CYOD policy allows an IT department to provide employees the ability to choose from a set of specific, company-approved and issued devices. This still allows IT departments to maintain more control over data and security, but also provides employees with some freedom to use a device they’re comfortable with.  In many companies, it’s proven to be a successful compromise that allows employees the freedom to work as they please and IT departments the supervision necessary to protect company information. Below are a few points to consider when developing a CYOD policy for your organization:

Company Needs

A CYOD policy will be more limiting to employees than a BYOD policy. For some companies, this may not be much of an issue, but depending on employee needs, some may find a CYOD policy too restrictive to serve as a practical solution. Be sure the type of policy your business develops is tailored to the needs of your company and its employees, and allows them to work functionally.

Employee Satisfaction

BYOD is often popular with many employees, as it allows employees to use their personal devices for both work and recreational purposes, but it isn’t always popular with IT departments concerned about security. CYOD still ensures that employees can be comfortable with their device, while also providing the necessary protection for data. If employees are hesitant to transition away from BYOD, consider offering a wide variety of devices for them to choose from.

Monitoring Usage

Installation of personal apps that could compromise security or inhibit productivity can be much more easily monitored from company-owned devices IT has access to. Some companies reported huge rises in bandwidth after implementing a BYOD policy. A CYOD policy limits personal usage a bit more, and often encourages employees to focus more on work when using a company-owned device.

Security

Security concerns are often the primary reason organizations are hesitant to implement a BYOD policy. CYOD provides an additional layer of security, while still providing employees the capability to work outside the office with a device they’re comfortable with. Data is much more secure in a regulated environment.

Version Control 

Varying types of software, apps, and new updates can complicate usage and prevent employees and IT from remaining on the same page. Even apps that are available for several types of operating systems don’t always function the same across each one, especially after an update. This can be extremely challenging for IT departments to keep up with. Having only handful of updates to handle on a few select devices is much more seamless. If application and software differences have previously been a huge headache for your company, CYOD may limit difficulties that arise when new versions of software are released.

Cost

It will cost companies more to purchase devices for their employees rather than allow them to use what they already own. However, BYOD policies can create other unexpected costs for companies in the long-run, whereas most of CYOD policy costs will be upfront. Plan accordingly, and see which policy makes more sense for your company financially.

While some experts believe CYOD policies are the way of the future and may even make BYOD obsolete within the next year, they may not be right for every business. Be sure to thoroughly examine the unique needs of your organization before determining the type of policy it requires. You can even use online guides to help you weigh the most important factors and make the best business decision.

Enterprise Content Management Roundup: September 26, 2014

September 26, 2014
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Part of this week’s news takes a look at the 2015 electronic health records deadline. See how health care organizations are planning to reduce their reliance on paper records. 

What’s new in the industry this week:

  1. Recent research found that use of paper documents remains high in the health care industry, but nearly 80 percent of health care organizations are planning to use less in the future. Read which industries have switched to electronic documents and how that could change in the next two years.
  2. Developing a solid strategy is key when deciding to reorganize your IT department. Keep your resources available and employees productive with these tips for a smooth transition.
  3. Half of IT professionals surveyed say constant mobile connection leads to increased stress. Read about how a BYOD policy could prevent employees from unplugging, and eventually lead to burnout.
  4. Though many are often concerned that the growth of the software industry will eventually cost other companies jobs, a recent study shows that the software industry is actually creating more positions than it’s eliminating. Read how software developments have been positively impacting the economy since the 1990s.

What’s new with FileBound:

Gartner named Upland Software’s FileBound on the 2014 Magic Quadrant for ECM.

Don’t miss these upcoming events:

FileBound is sponsoring an AIIM Australasia webinar on October 22 on how a process-centric approach to enterprise content management can benefit businesses. Pay attention during the webinar and you could win $100! Register for the webinar here.

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing. Learn more 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, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

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.

Four Benefits of a BYOD Policy

September 18, 2014
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A well-developed BYOD policy can provide many benefits to any organization.

As the world continues to go digital, more and more businesses are finding it most efficient — or even unavoidable — to implement a BYOD policy in the workplace. It often becomes easier for workers in a variety of industries to utilize their own tools for both work and personal purposes, and often more efficient for companies as well. Here are four of the biggest benefits organizations are able to take advantage of when implementing a BYOD policy:

  • Saving Money
    • Allowing your employees to use their own devices rather than purchasing additional phones and computers can save any company thousands of dollars every year. Since many employees may often prefer to use their own devices and do so whenever possible, many companies may even be wasting money by purchasing and providing devices that are rarely used. Work with a team to develop a policy that benefits both employees and the company’s bottom line in order to execute an effective, cost-saving strategy.
  • Allowing for flexibility 
    • Allowing employees to utilize their devices for professional and personal use allows employees to easily work from home or from a remote location when traveling. Important documents are never forgotten, and are easily accessible anytime they’re needed.
  • Supporting a mobile and cloud-focused IT strategy
    • A mobile and cloud-focused IT strategy streamlines the information sharing process for everyone. If IT can support the system and maintain its security, it can be an ideal situation for many organizations. Many IT departments are now becoming pro-BYOD with the right security policies in place.
  • Boosting productivity 
    • Employees are able to be more productive when using a device they are used to and comfortable with. Use of personal devices eliminates the clunky process of having to transfer files. Employees are able to keep all necessary tools in one place and customize devices to their preferred individual use.

While BYOD policies may be extremely beneficial for some organizations, they may not be right for every business. Weigh the pros and cons of implementing a policy in your organization. You can also find online templates to help jump-start your process of building a policy that’s functional and customized for your business needs.

 

FileBound Receives Enterprise-Ready Rating from the Skyhigh CloudTrust™ Program

September 10, 2014
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FileBound is proud to be recipients of Skyhigh’s highest security rating.

FileBound is proud to announce it has been awarded the Skyhigh CloudTrust™ rating of enterprise-ready for its document and workflow automation services.

Skyhigh Network’s CloudTrust™ Program is designed to help promote cloud services that have received the highest enterprise-ready rating. Skyhigh thoroughly assesses and provides detailed evaluations for more than 5,000 cloud services across 50 attributes in conjunction with the Cloud Security Alliance (CSA). SaaS vendors that fulfill the highest requirements for data protection, identity verification, service security, business practices, and legal protection earn the highest rating of enterprise-ready. We’re proud to be recipients of the title!

Learn more about Skyhigh and read the full press release here: http://bit.ly/1xJSjBp

Document Management Industry Roundup: September 5, 2014

September 5, 2014
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The next iOS update could be a huge hit with those working in BYOD organizations.

What’s new in the industry this week:

1. Changing and accelerating mobile technology is changing the way we work—when, where, and on what devices. See what ELC executives had to are saying about the future of mobile: http://bit.ly/1t5EIxy

2. As governments continue try to cut costs and improve economies, cloud computing has proved to be an effective and reliable data management solution for those struggling areas: http://bit.ly/WhhcCR

3. The best ECM solutions may not definitively solve problems, but are flexible and able to continuously shift to fit an organization’s changing needs: http://bit.ly/1qAvlpU

4. Dedicated Apple users are highly anticipating next week’s official iPhone 6 announcement. Here’s why the new phone and iOS 8 could be a huge hit with enterprise users working in BYOD environments: http://zd.net/1xgZelj

Don’t miss these upcoming events:

Our Director of Marketing, Jackie Risley, will be hosting a webinar with The Institute of Financial Operations on 9/23, discussing AP automation and analytics. Don’t miss it! Register here: 

Don’t miss us at the IOFM AP Conference West October 26-28 in Las Vegas, Nevada! Attend and learn how FileBound can revolutionize invoice processing.

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, Fla., at Disney’s Beach and Yacht Club with the rest of the Upland Software family.

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

September 4, 2014
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See what ELC executives are saying about the future of mobile technology.

Changing and accelerating mobile technology is changing the way we work—when, where, and on what devices.

The AIIM Trendscape report, “The New Mobile Reality,” explains how organization leaders are rethinking the way their employees are utilizing enterprise systems, and how the information manager executives of the ELC are reshaping and guiding future mobile solutions.

Download our whitepaper for the full, detailed report outlining the latest in the information management world: http://bit.ly/1nJzHYa

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