Posts Tagged ‘enterprise content management’

Integrating systems of record, engagement in ECM

November 26, 2014
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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.

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Three Tips for Smooth Software Integration

October 15, 2014

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In a perfect world, the transition to new software programs would increase employee productivity and provide a quick return on investment. However, integrating any new technology can be difficult if not done properly. In the worst possible scenario, the new technology and its potential benefits could be abandoned because employees are unable to use the new system. Here are three tips to help ensure a smooth software integration process:

Provide employee support

IT leaders should focus on making sure that employees are able to easily adapt to the new software. One survey found employees were 17 percent less productive due to the adoption of enterprise software.

Training is key before the deployment of new software. The same study, which recommends focusing on the user, says to start the software adoption process before the actual software deployment. Companies that involved employees in the early stages were more successful than companies that waited to involve users until later.

Training also shouldn’t stop after the software is deployed. One IT consulting firm engagement manager told CIO he recommends providing ongoing training, both for new employees and anyone who may need a refresher course, as well as when new features are released.

Involve leadership

Leadership clearly plays an important role in getting all employees to adopt new software. If executives are using the software, it sends a strong message to other employees that the system has value, according to the CIO article.

IT leaders need to be effective communicators during all points of the software rollout. Answering employee questions is important to ensure that employees can confidently transition to the new software. One executive says managers should hold meetings to define changes, outline new roles, and state why the technology is being used.

Avoid silos and other software problems

Ensuring that employees are not faced with headaches requires both proper training and clear communication. However, leadership needs to be aware of potential silos and try to avoid them while picking a new software. For example, silos could cause duplicate data or inaccurate reports. A 2014 study found that although SaaS cloud solutions are growing, there are still a significant number of in-house software systems to consider.

Picking the right ECM software will provide benefits for all users in the business.

Enterprise Content Management Industry Roundup: October 3, 2014

October 3, 2014
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Cloud technology is increasing mobility and possibly even safety.

What’s new in the industry this week:

  1. Cloud technology is driving change in vehicles. Learn how cloud technology could improve convenience and safety on the road in the new age of the connected car.
  1. Better data management and improved mobile cameras are two image capture trends expected to grow in the document management industry. Learn how the image capture market is transforming the workplace.
  1. Just as there is no such thing as a free puppy, there is no such thing as free scanning capability. Read how licensing and workflow issues from the wrong scanning software complicate your enterprise content management system.
  1. Mobile malware is a small but growing threat. Learn how enterprise and consumers can protect themselves.

What’s new with FileBound:

St. Bernard Hospital in Chicago turned to FileBound to help guarantee confidentiality and reduce paper in its human resources system. Read about how the hospital benefited from transitioning to the cloud.

Recently, Upland Software’s FileBound was named in the Gartner Magic Quadrant for Enterprise Content Management (ECM) 2014. Published by Gartner, Inc., the leading information technology research and advisory company, the Magic Quadrant helps decision makers develop their ECM strategies to assess whether they have the right products and enterprise platforms to support them.

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.

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.

 

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!