Posts Tagged ‘document storage’

FileBound Certified Engineer Boot Camp

July 9, 2014

 

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Attend our latest training seminar without leaving home. Our FileBound Certified Engineer Boot Camp provides personalized instruction, no matter where you’re located.

At FileBound, we understand that it isn’t always easy to be away from home, so we’re thrilled to introduce our first online technical training course. From July 28 to July 31, we’re offering FileBound Certified Engineer (FBCE) Boot Camp right from the comfort of your computer. You’ll get the same top-quality personalized instruction FileBound is known for without the discomfort of airline travel, hotel beds, and time away from your family.

FBCE Boot Camp covers:

  • How to access and use FileBound Central Installation
  • System components, including Internet Information Services (IIS) and document storage location
  • Troubleshooting the database, client access and website issues

Date: Monday, July 28 through Thursday, July 31

Time: 10 a.m. to 2 p.m. (Central) daily

Who should attend: FileBound implementation and support professionals who troubleshoot common FileBound issues

Students will be expected to participate in all of the sessions and successfully complete the course exam to earn FBCE certification. Registered attendees will also receive an invitation to an FBCE prep meeting on Monday, July 14, at 1 p.m. Central to ensure they get the most from their online training experience.

Click here for registration, pre-requisites, system requirements and additional details. If you have any questions, please contact your account manager.

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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: May 23, 2014

May 23, 2014
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FileBound 7 was released this week, and we’re hosting a webinar to introduce all its new features.

What’s new in the industry this week:

1. Though FileBound data was not affected by Heartbleed, many others are still feeling the repercussions of the bug. Get the latest information on the security glitch: http://tek.io/1gpPm0W

2. Microsoft’s latest device doubles as both a laptop and a tablet. Here are seven things you should know about the new Surface Pro 3: http://on.mash.to/St0iA6

3. In addition to preserving the environment and saving trees, going paperless in your office can help you keep more organized and efficient. Here are 10 great reasons do away with paper at work: http://bit.ly/1kxiBhN

4. Our General Manager and VP of Tech at Upland Software, Sean Nathaniel, was featured in The Institute of Financial Operations’ Q2 report. See what he had to say about growing trends in AP automation: 

5. FileBound 7 was officially released this week! If you haven’t yet had a chance, take a look at all the great new features: 

Where FileBound was this week:

We were at the AP & P2P Leadership Conference this week in Lake Buena Vista, Fla. We gave away some sunscreen and another Epson scanner! We think our booth representatives had a little too much fun.

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Don’t miss these upcoming events:

If you’re interested in learning more about all of FileBound 7’s new features, we’re hosting a webinar and giving an in-depth overview of all the upgrades. Join us on either June 3 or June 12: 

Announcing FileBound 7 Webinar

May 21, 2014
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We’ll be hosting a webinar next month, sharing all the latest updates in FileBound 7.

FileBound 7 was officially released this week. Our upcoming webinar will be exploring all the newly added features, including new workflow functionality, analytics tools, an updated Forms Portal, seamless BYOD capability, and a fresh interface. If you’re interested at a more in-depth look at the latest updates, attend our free live webinar on either June 3 or June 12: http://www.filebound.com/fb7/

If you’d like to sign up, talk to your Account Manager.

Case Study: ASA

May 14, 2014
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FileBound was able to help the ASA manage more than 350,000 documents on a tight budget.

ASA sought a solution to manage the 350,000 plus documents associated with their membership files, both active and inactive. These files contain membership applications, annual renewals, continuing education documents, and professional certifications. This paper-based filing process was labor intensive and created challenges when responding to the needs of both Society members and employees. In addition, it was becoming difficult finding space to store the growing number of files.

The Solution

The Priton Group (TPG) worked with ASA to develop a document imaging solution to meet the goals of the Society. The system not only had to provide an easy means for scanning, storing and retrieving information, but it also had to fit within their budget. Ultimately, they selected FileBound® Express™. FileBound Express is an appliance based document management system that simply attaches to the network to provide an instant document management solution. To create a complete solution, ASA wanted to scan all of its back file member files into the system. However, the thought of indexing 350,000 pages was overwhelming. TPG designed a scan process using bar-coded sheets containing all index information. These sheets were automatically created using information from an existing database. As a result, ASA was able to scan and automatically process the documents without the need to manually index the pages.

FileBound Results

Document access has been greatly enhanced and FileBound’s feature-rich security module secures access to information. All membership data and images are backed up to their network, ensuring the information will always be available. FileBound has saved us time, money and valuable office space.

High-End Document Management for the Masses

May 7, 2014
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Thanks to changes and developments in the document management industry, high-end solutions are now available to all types of businesses.

“Imagine your critical corporate information, accessible from anywhere in the world and always up-to-date. Start using the power of the Internet to drive your document repository!” 

Every business or organization, regardless of their size, has certain common characteristics and challenges. They all have documents and information that they need to organize, manage and control in order to ensure their success. Whether they use Quick Books or a high-end ERP solution, they all generate invoices, process payables, have human resource files and have to complete tax forms. Comparatively, if they are a one-doctor clinic or a 500-bed hospital they have to keep medical records and process EOB documents.

Today, information and the documents generated from it are created from multiple sources and stored in many forms. Every organization has Word documents, emails, faxes, paper documents and many other document types. The question is: how do they bring all these pieces together to create a history of their activities, provide customer support and comply with government regulations? Document management solutions are the answer.

In the past, the solutions that would allow organizations to build enterprise systems to manage these challenges were financially out of reach to all but the very largest. They were faced with very few options other than printing everything to paper and filing it in traditional manual filing systems or scanning the paper into a basic imaging system. Even though these systems marginally worked, they limited growth, consumed human resources and created regulatory compliance issues.

Two developments over the past few years have changed this paradigm. These are the introduction of web technologies and hosted services. Together, both of these have reduced the internal infrastructure required to deploy and support document management systems, while lowering the total cost of ownership to the point where document management solutions are within reach of all organizations.

These systems, like FileBound, allow organizations of any size to design a document management solution to meet their needs. With FileBound, you can capture content from any source, whether its scanning paper or importing emails and faxes or documents created from other applications. Once imported into FileBound, this content can be routed down pre-configured workflows, stored and securely accessed from a web browser or published for website access.

Everyone needs document management and with FileBound, organizations can choose to adopt it as a hosted solution using the FileBound On-Demand service. Or, implement it as a simple network appliance with FileBound Express. Or, license the solution and install FileBound on an IT infrastructure. This clearly demonstrates a paradigm shift, which makes high-end document management systems available to all.

Types of Document Management Software: On-Demand

March 19, 2014
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An On-Demand document management solution is accessible through the Internet and requires no installation.

Like you, we’re used to installing software on our computers and servers and then launching the application from our desktops. While that is a familiar way of installing and using applications, advances in software engineering have gone beyond that, particularly for multi-user applications like document management solutions. For modern solutions it is common to emulate the way in which the worldwide web works with its common applications such as shopping for books or making travel arrangements. Nothing is “launched” during these activities; instead all the work is done from within the web browser. This makes teaching people how to use a “program” considerably simpler since virtually all users are familiar with operating a browser. Document management software is no exception when it comes to this innovation. So while a number of document management software products still require the “install” on each individual desktop and another on the server, more modern solutions don’t. Modern solutions are designed to be easily distributed from desktop to desktop, requiring little to no maintenance there, and making the deployment to multiple users simple and easy. The popularity of this type of software has created two new categories to refer to this kind of solution: On-Premise and On-Demand. 

On-Demand

The second model, On-Demand, requires no installation at all. Like the name says, it is available to the user on demand. A company will still use its own document management application, but instead of having the software installed on a machine on premise, it is available on demand over the internet. This kind of software also goes by another name a SaaS solution. 

SaaS is an acronym for ‘Software as a Service’. It is used to describe applications that are provided and hosted by a vendor and leased to users and organizations on a pro-rated, as-used basis. The provider of the application (the vendor) owns the application, hosts it at the vendor facility, and manages all of the physical and technical aspects of the software. Users of the application remotely access it (most commonly through a browser) and use the application just as if it existed on the organization’s network.

SaaS applications vary from lightweight versions of existing on- premise software to full-fledged complete applications with all of the bells and whistles. The primary benefit for the enterprise is the ability to have the complete full- functionality of a software application without having to support the infrastructure associated with managing the application in-house. Users pay a subscription fee based either on the number of users accessing the software, or by the amount of usage or data space used by the organization.

The application is maintained by the vendor. This means all infrastructure (including security) and software maintenance is handled by the company offering the SaaS solution. End-users of the application have limited control over features and layout within the application solution so SaaS vendors must be very careful when updating their solutions to make sure that the experience of the users is not changed significantly with any given change to the application.

The SaaS model is a very compelling model for complex business applications such as automation of the AP process. It allows a business to utilize sophisticated software normally limited to businesses with deep pockets. In business terms, SaaS is a leasing option for premium applications.

A caveat is that not all SaaS solutions are the same. While the interface and applications capabilities are what you see is what you get, there are many hidden aspects of SaaS that need to be weighed when making the purchase decision. Some of these aspects are security, connectivity, and data protection.

Leading SaaS vendors understand that security of business data is a top priority. Security for a SaaS application is three-fold. There is individual company user security, which addresses the rights and privileges of users within a company that use the SaaS application. Next, there is security to ensure that one company cannot see any data from another company using the same SaaS application. Finally, there is the overall security of all of the data handled by the SaaS vendor. Most SaaS vendors operate a series of checks and balances against their security to ensure users have only access to their respective data and that individual rights to that data and that data only are enforced.

Connectivity is another critical issue for SaaS vendors. In short, if a business cannot reach its data, it cannot do business. SaaS vendors must ensure that this does not happen. This often leads to a very sophisticated infrastructure containing multiple levels of redundancy, backup generators and internet connectivity. Achieving high availability scores at 99.9% and above is critical.

Tying in with security and connectivity is data protection. Again, if a business cannot find its data, it cannot do business. Being able to reach the SaaS vendor is very important, but ensuring that the data will be there all of the time is just as critical. Reputable SaaS vendors have an established solid backup and recovery plan to mitigate any potential loss of data.

Software as a Service is a viable solution especially in the area of document management. In many cases it provides a very high-end solution at a fraction of the cost to managing a similar solution in house. It also provides an easy and flexible distributed solution available to a customer wherever she or he has internet connectivity. Due to the nature of a SaaS solution, all of the maintenance, upgrades and data protection is the responsibility of the vendor. For that reason, it is important to look beyond the capabilities of the software and also consider what actions the vendor has implemented to ensure the safety and availability of data.

Document Management Industry Roundup: March 14, 2014

March 14, 2014
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The importance of functional BYOD policies dominated the discussion in the industry this week.

This week’s important resources:

1. An effective BYOD security plan requires balance. Security is essential, but a policy that’s too restrictive will prevent employees from participating. http://bit.ly/1kHvcQL

2.  As more organizations begin to implement BYOD policies, companies should consider the best way to tailor their mobile options to their specific needs. Here are nine key things to consider when developing a BYOD program at any organization. http://ubm.io/1i3gFeH

3. More small and medium-sized organizations are beginning to transition to the cloud, and it’s in the best interest of IT departments and service providers to assist businesses in the process. http://zd.net/NWSlkh

4. BYOD programs that are too restrictive will discourage employees from participating, and still may not guarantee that your most valuable information is protected. http://bit.ly/1foWQPc

5. Many have proposed the idea an Internet “bill of rights,” but many are also divided on whether or not it would actually protect the freedom of users. Tell us your thoughts. Would it be an effective way to protect people online? http://tek.io/1eAF0oq 

In case you missed our latest blog:

Modern document management software solutions are designed to be easily distributed among desktops. An on-premise solution makes sharing information convenient for all types of users. Read more on our blog. http://bit.ly/1fUuvSa

Types of Document Management Software: On-Premise

March 12, 2014
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Modern document management software solutions are designed to be easily distributed among desktops.

Like you, we’re used to installing software on our computers and servers and then launching the application from our desktops. While that is a familiar way of installing and using applications, advances in software engineering have gone beyond that, particularly for multi- user applications like document management solutions. For modern solutions it is common to emulate the way in which the worldwide web works with its common applications such as shopping for books or making travel arrangements. Nothing is “launched” during these activities; instead all the work is done from within the web browser. This makes teaching people how to use a “program” considerably simpler since virtually all users are familiar with operating a browser. Document management software is no exception when it comes to this innovation. So while a number of document management software products still require the “install” on each individual desktop and another on the server, more modern solutions don’t. Modern solutions are designed to be easily distributed from desktop to desktop, requiring little to no maintenance there, and making the deployment to multiple users simple and easy. The popularity of this type of software has created two new categories to refer to this kind of solution: On-Premise and On- Demand. 

On-Premise

On-Premise software is similar to the original client/server model where you install software on the premises for use by all people connected to that server. The primary difference however is that the server acts like a website, negating the need to install the “client” side on each of the variety of desktops scattered throughout the firm. Instead each computer can access this application by simply pointing their browser to the internal “website”. This will simply load the finance application in the browser window. Software using this model is very convenient for both continuous and casual users. Some variations also let you roll out different sites for different types of users, so that casual users who don’t really need to have access to all the features can accomplish their tasks without being burdened with unfamiliar features not necessary for them.

Document Management Industry Roundup: March 7, 2014

March 7, 2014
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FileBound announced its 2014 Executive Partners this week, as well as its integration agreement with PFW.

This week’s important resources:

1. We are excited to announce our integration agreement with PFW, which will enhance FileBound’s accounts payable functions. http://bit.ly/1i7knqN

2.  While many people understand that cloud security is a necessity, many users don’t realize its importance until their personal accounts are breached. http://zd.net/1i3RkA3

3. We’re excited to announce our 2014 Executive Partners! http://bit.ly/1cCStLB

4. Aerospace company Boeing Co., is currently developing its first cell phone, with an emphasis on security. The phone is capable of self-destructing in the event of a security breach. http://lat.ms/1jVmxHs

5. The Internet of Things will provide unlimited possibilities for data sharing, which also presents just as many security challenges. http://ubm.io/1dvM3S6

In case you missed our latest blog:

Automating accounts payable processes organizes all essential auditing documents, and ensures accuracy. http://bit.ly/1dswQRC