Posts Tagged ‘IT’

Document Management Industry Roundup: July 3, 2014

July 3, 2014



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:

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

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:

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!

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

Document Management Industry Roundup: June 6, 2014

June 6, 2014
Though FileBound Olympics were the most important events in our office this week, the industry was still busy with conferences, new insights, and launches.

Though the FileBound Olympics were some of the most important events in our office this week, the industry was still busy with conferences, new insights, and launches.

What’s new in the industry this week:

1. This week, Apple announced iOS 8 and new version of OS X, Yosemite. See all the new features, set to be released this fall:

2.  Mobile security is a hot topic for almost every company in our industry. Find out the latest insights on mobile security and BYOD.

3. Our parent company, Upland Software, was at the Gartner PPM and IT Governance Summit earlier this week, learning the latest industry news, and hosted a panel discussion with senior IT and PPM leaders on structuring PPM to cultivate both strategic and execution objectives in the most agile way possible.

4. We hosted our FileBound Olympics! You can take a look at all the different events here:

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 June 12:

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

High-End Document Management for the Masses

May 7, 2014

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

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. 


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: January 31, 2014

January 31, 2014

Cloud and mobility as the future of document management was a popular topic in this the industry this week.

This week’s important resources:

1. Some studies estimate that more than half of all information technology will be in the cloud within the next five to 10 years, which could mean many changes for some of the world’s biggest markets.

2.”We’ve all heard about ‘the consumerization of IT’ and the bring-your-own-device movement, but these are just the natural result of a society that is becoming more and more mobile.” How has the shift toward mobility affected your efficiency?

3. Cloud usage in the workplace has become a somewhat controversial topic, especially when it comes to storing important or confidential documents. Here are five common myths about the cloud that are making some users hesitant to get on board.

4. Shifting over to a cloud computing system can make everything easier, but users should be careful not to rush into the switch so quickly that they make one of these nine mistakes.

In case you missed our latest blog:

Stay focused and productive on even your busiest days at work with these tips from LinkedIn’s most successful influencers.

Document Management Industry Roundup: January 3, 2014

January 3, 2014
This week's industry round up is all about goals and moving forward in 2014. Take a look to see how your organization could benefit.

This week’s industry round up is all about goals and moving forward in 2014. Take a look to see how your organization could benefit.

This week’s important resources:

1. We’ve shared the cloud predictions for 2014, but what about enterprise IT? Security will be a big factor next year.

2. Is one of your resolutions for 2014 to be more fit? Find out how fitness goals relate to information governance. It may seem like a stretch, but they have the same basics.

3. How can schools take advantage of the cloud? Take a look at the various approaches New York area schools are taking to give students more learning opportunities.

4. Our partners and resellers are a large part of our success. We’re excited for 2014 with ISSI!

Document Management Industry Roundup: November 1, 2013

November 1, 2013
Busy week? Catch up on what you might have missed in document management news with our industry roundup.

Busy week? Catch up on what you might have missed in document management news with our industry roundup.

This week’s important resources:

1. This school board’s switch to paperless resulted in an increase of transparency, productivity, and cost-savings.

2. Has your organization deployed cloud computing yet? It’s expected to take up the bulk of IT expenditures by 2016.

3.  “Technology has evolved since the first wave of records management tools entered the market more than 20 years ago.” Take a look at five trends that are an integral part of records management now.

In case you missed our latest blog:

For Equity Cooperative Livestock Sales Association, being responsible for the marketing of 894,000 heads of livestock requires the organization and efficiency that FileBound provides. Find out how FileBound streamlined their record-keeping and accounting, along with saving untold amounts of time and money.

Document Management Industry Roundup: October 18, 2013

October 18, 2013

Two Businessmen with iPads

This week’s important resources:

1. “The Lawyer” talked with a handful of law professionals about going paperless and its benefits. Take a look at what they had to say.

2. Do you know the perfect balance of on-premise and cloud-based tech? The combination your organization has will have an impact on cyber security.

3. If you’ve ever been reminded of CIOs or IT departments when you watch Fight Club, know that you aren’t the only one. Take a look at how the 5 rules of Fight Club relate to disruptive technology.

4. Saving money on paper and increased transparency to the public were two big reasons behind an Indiana school board’s decision to go paperless. The switch is expected to save thousands of dollars.

In case you missed our latest blog:

Find out how the new features and improvements of FileBound 6.6 can make your business — regardless of its size — more efficient.


Document Management Industry Roundup: October 11, 2013

October 11, 2013
This week's industry roundup has everything you need to know, from cloud computing to managing litigation.

This week’s industry roundup has everything you need to know, from cloud computing to managing litigation.

This week’s important resources:

1. Is your organization’s content organized in a way that makes finding information for an audit or litigation simple? If you control your content before something major happens, it will be easy to manage when there’s a problem.

2. Take a look at these 5 document management strategies your organization should implement, including a policy on document retention and litigation hold.

3. Do you want your organization to embrace the cloud? Instead of focusing on cost savings to sell decesion makers on the idea, tout the benefits of growth and innovation.

4. If the technology your organization has in place doesn’t allow you do your job quicker or more easily, it’s not doing it’s job.

In case you missed our latest blog:

With manual paper invoices, Servo Innovations had issues with the time-consuming process starting to hinder their cash flows. After implementing FileBound, the company saved time with a faster invoice process and turnaround, while also realizing cost savings in unexpected areas, like envelopes, paper and postage.

Document Management Industry Roundup: October 4, 2013

October 4, 2013
Take five to catch up on this week's industry news.

Take five to catch up on this week’s industry news on big data, going paperless, and innovation.

This week’s important resources:

1. Could “small data” be even more useful than the over-buzzed about “big data?”

2. “Delta is projected to reduce the airline’s paper usage by 7.5 million sheets annually and save an estimated 900 trees each year.” Find out how by clicking on the link below.

3. Innovation is an important part of business, and having employees practiced and continually learning about their field is a major way to foster innovation.   One in seven executives view employee education expenditures as a sunk cost. Which group is your company’s executives part of?

In case you missed our latest blog:

FileBound 6.6 was released! Learn about all of the upgrades and enhancements, including 78% faster OCR, and more mobile support.