Posts Tagged ‘efficiency’

The Impact of BYOD on Business

October 8, 2014

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Whether its BYOD or CYOD, employers and employees are embracing the benefits of policies that give them more flexibility. Employees are bringing their laptops and smartphones to enterprise and companies are seeing the benefits. But the benefits of this relatively new type of policy are not without their potential downfalls. Here are four important things to know about how BYOD policies impact business.

How mobile is the workforce?

Changes in technology have allowed for rapid change in how employees work. The mobile workforce is expected to reach 1.3 billion people – more than 35 percent of the total workforce – by 2015, according to IDC. Employees who are liberated to work outside their office, also known as the mobile workforce, are experiencing unprecedented flexibility thanks in large part to BYOD policies.

Millennials are the ones leading the embrace of BYOD policies, according to TrackVia. Almost seventy percent of this generation of employees says they bring outside applications to support their work. Only 30 percent of baby boomers say the same.

As a growing part of the workforce, responding to millennails’ mobile needs is smart business practice. A Cisco Internet Business Solutions Group survey found that the number of BYOD devices is expected to grow more than 100 percent between 2013 and 2016.

Efficiency for company

BYOD policies offer employees the most freedom in allowing them to work on the devices they want. Employees may be more comfortable with certain technology – in part because they use it in their personal life – or they may see benefits to working on the device that their employers don’t see.

The study by the Cisco Internet Business Solutions Group found that U.S. BYOD employees save 81 minutes per week using their own device. These employees also said they get more work done using their own laptops. About 20 percent say corporate devices lack functionality and about 25 percent say that they prefer the operating system on their own device, according to the study.

Cost savings are not guaranteed with a BYOD policy, especially if complications arise on employees’ devices. Hidden costs, such as making sure the IT department is properly staffed to aid these mobile workers, could reduce the economic benefits of saving the cost of providing employees with devices.

Impact on employees

While employees may appreciate certain aspects of being part of the mobile device-connected workforce, some employees do have concerns.

For example, 70 percent of employees are uncomfortable with remote wipes as a part of BYOD policy, but a remote wipe occurs once every three minutes. Businesses need to manage security concerns while respecting employee privacy. The same device with the company calendar could have family photos and other valued personal information.

BYOD policies could also have a negative impact on employees if they are not managed properly. More than 60 percent of IT professionals said in a survey they prefer the old system of defined hours and the guarantee of being unreachable during personal time. Half of these professionals also said that being so connected increased their stress. Companies should be careful to avoid burnt-out employees.

Security concerns

Security is also an important factor to consider in the age of the workforce that can connect to business information through several devices. Sensitive company information will always need to be protected – no matter the device involved. One survey found that 57 percent of IT executives said mobile clients and unmanaged devices was their top security concern. A separate survey found that a majority of the 4.5 million smartphones were lost or stolen in the U.S. last year didn’t have screen locks enabled.

Millennials, the demographic leading the transition to the more flexible workforce, may have a more lax view of corporate security than IT departments would prefer. Sixty percent say they aren’t concerned about using personal apps instead of corporate-approved apps, according to TrackVia. Another study found that 15 percent of employees think they have none or minimal responsibility to protect corporate data on their devices.

With so many companies and employees embracing BYOD policies and as technology continues to develop and provide opportunities outside the office, the mobile workforce will continue to grow.

Document Management Industry Roundup: July 25, 2014

July 25, 2014
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Cloud solutions and emerging trends were popular topics in our industry this week.

What’s new in the industry this week:

1. Business leaders searching for a cloud solution should consider what will bring the best end results for their organization. Here are 10 things to consider when choosing the right one for your business:  http://tek.io/1pgXPEr

2. What are the latest trends emerging in the cloud world? Our partner HP has the details on what’s ahead for the industry: http://bit.ly/1AgTUNK

3. This week, we attended a thought-leader roundtable hosted by our partner, ABBYY. Watch what we discussed here: 

What’s new with FileBound this week:

4. We’re proud to announce we were a finalist for a 2014 Stratus Award for Software as a Service of the Year! The Business Intelligence Group’s Stratus Award recognizes companies making a difference in the world of cloud computing. Learn more about the winners and finalists here: http://bit.ly/CloudCompanies

Learn more about the Stratus Awards here: http://bigawards.org/

5. Home of FileBound headquarters, Lincoln, Neb., came in #6 on Forbes’ Best Places For Business And Careers 2014: 

6. We had a lot of fun this week at the Cornhusker State Games, Defy Gravity, and with our new personal trainer! We even got a second baseball team. All around, a great week in the FileBound office!

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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

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!

Document Management Industry Roundup: July 3, 2014

July 3, 2014

 

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Hybrid cloud solutions and big data were popular topics in the industry this week.

What’s new in the industry this week:

1. “Big data” is a hot topic in the industry, but what exactly does it mean? Learn more about big data and how it’s affecting the industry:  http://bit.ly/1jGseHP

2. The hybrid cloud is gaining popularity among IT departments. See why it just might be the right solution for your organization: http://tek.io/1mNMFT2

3. New users often avoid acclimating themselves to a new document management system. Learn the key to successfully implementing a new workflow system into your business: http://bit.ly/TRvlpH

4. The FileBound office was feeling extra-patriotic this week! We geared up for the Fourth of July weekend a little early and cheered on the U.S. soccer team in its World Cup match.

We cheered on the U.S. soccer team as they took on Belgium in the World Cup this week.

We cheered on the U.S. soccer team as they took on Belgium in the World Cup this week.

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

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

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.

Introduction to FileBound

May 28, 2014

If you’re unfamiliar with FileBound and want to learn more about the features it has to offer, our latest video gives an overview of how you can use FileBound to automate processes and streamline the workflow in your organization.

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.

Document Management Industry Roundup: April 25, 2014

April 25, 2014
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This week, we announced InStream as an Executive Partner for the fourth year in a row.

This week’s important resources:

1. InStream provides ECM technology, document scanning services, and workflow solutions nationwide. We’re happy to announce them as one of our Executive Partners for the fourth year in a row! http://bit.ly/1i32acr

2. Happy Earth Day! We’re glad we can help other businesses be green by going paperless. See how much paper is used on average every year. http://on.mash.to/1icEJs6

3. Apple released new updates for OS X and iOS this week, which include fixes for Safari and the “Triple Handshake” bug. http://yhoo.it/1prInZb

4. Our Partner Conference kicks off this Sunday! We’re pleased to have Sally Hogshead, renowned author and fascination expert, as our keynote speaker. Learn more about Sally and her ideas on bettering your business through fascination. http://sallyhogshead.com

In case you missed our latest blog:

Mid-tier document management software solutions are still customizable for users and applications, but are preconfigured to perform certain functions on specific systems. Learn more about mid-tier solutions on our blog. http://bit.ly/QvNQhP

Pricing Models for Document Management Software: Mid-Tier Solutions

April 22, 2014
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Mid-tier solutions are still customizable for users and applications, but are preconfigured to perform certain functions on specific systems.

Document management software is generally priced according to server licenses, additional module requirements and individual client seats. 

Mid-Tier Solutions

Mid-tier solutions, while still being quite customizable for individual users and applications, generally require far less coding (if any at all) to perform that customization. They are generally quicker to deploy because they come preconfigured with many of the features and capabilities most users expect. Mid-tier solutions also tend to run exclusively on standard windows computers and servers, while at the same time still maintaining an enterprise level of functionality.

These solutions also come with a modular architecture, but the feature set of each module is clearly defined in terms of its functionality, and usually quite complete. Thus modules are not for programmability like they are in a high-end solution but instead are self-contained feature sets such as workflow, records management, and enterprise report management. This provides customers with the flexibility to eliminate functional components that their particular application does not need.

Software pricing generally starts at under $20,000 and can go as high as several hundred thousand dollars depending on the number of users and feature requirements.

Pricing Models for Document Management Software: High-End Solutions

April 16, 2014
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High-end document management software solutions can be worth the high price for businesses looking for a highly customized product.

High-End Solutions

Document management software is generally priced according to server licenses, additional module requirements and individual client seats. 

The pricing structures for “high-end” solutions can be quite daunting easily reaching hundreds of thousands of dollars, and requiring a considerable investment in professional services in order to determine functional requirements, custom code, install, implement, configure the solution, and integrate it with line of business applications. High-end solutions are typically designed for a maximum level of customizability, high degree of integration capability and intensive level of performance. The software is therefore highly modular. Modules are usually interrelated such that the need to implement one set of features may also require the implementation of several modules, each one of which provides powerful functionality but also adds considerably to the system price. Pricing is usually determined by the number of users, and the variety of modules or add-ins provided as part of the server installation.

Most high-end solutions come as On-Premise only, require desktop installation for each user, and come with strict named user license agreements, or enterprise seat licensing models.