Posts Tagged ‘Organization’

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

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.

Document Management Industry Roundup: April 11, 2014

April 11, 2014
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FileBound launched its redesigned website this week, and is searching for a new marketing specialist to join the Upland Software Team.

This week’s important resources:

1. Control is key for a successful shift into the cloud. Read how developing an Enterprise Architecture can help you navigate through the transition successfully. http://wrd.cm/1fpr6Jz

2. Microsoft pulled its support for Windows XP today, and will no longer be providing security updates. Read more on what this means for current users. http://cnnmon.ie/1eoIZ7C

3. Don’t forget to include mobile devices in your spring cleaning. Run updates, delete data, and follow these other tips for improving your devices’ capabilities. http://tek.io/1g83QjG

4. Upland Software is looking for a Marketing Specialist to assist with content creation and product launch communications, along with other Upland marketing activities. If you have a passion for new technologies and are interested in being part of the Upland Team, click on our job listing for more information. http://bit.ly/R5QWt

5. FileBound launched its redesigned website today. Take a tour of the new features, including our Knowledge Center. http://bit.ly/1bohQ3e

In case you missed our latest blog:

Document preservation does not only include data storage, but also security that data will not be lost. Read more about the importance of proper preservation on our blog. http://bit.ly/OFDFFU

The Building Blocks of Document Management: Preservation

April 9, 2014
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Proper document preservation does not only include data storage, but also security that data will not be lost.

Document management is a commonly used but frequently misunderstood term. Actions as simple as throwing paper documents into a shredder can be called document management. Actions as complex as scanning, indexing, routing via workflow, and archiving according to retention requirements are also called document management. It’s hard to know how the term is being used, and what is meant, particularly when the term is being used by a technology vendor.

This educational guide is designed to clarify that common confusion, and to highlight the important aspects for the non-technical finance specialist. If you are interested in learning more about automating traditional paper/electronic finance document processes for the purpose of saving money and doing more work with less labor, then this is the Kollabria eGuide for you. No matter what kind of solution you may be planning or investigating, there are three functional components to each and every document management system. All systems are built around three logical building blocks:

1. Capture

2. Management

3. Preservation

What differentiates one system from another is the degree of complexity required from each of the logical building blocks in order to satisfy the needs of the application. 

Preservation

Preservation is commonly confused with storage. For that reason most people don’t look to the document management software vendor to provide this required feature. They usually assume that a backed-up hard drive has “preserved” the data on it. That of course is not true. Backups many times do not have the right data on them, or the data has somehow been corrupted, or the back-up itself fails at the same time as the source disk fails. Preservation means more than that, it means that data loss is virtually impossible. While regular backups are a good practice to minimize the probability of data loss, they don’t eliminate the possibility.

In the case of document management, again depending on how many documents are being managed and how easily they can be recaptured and re-processed, data loss is in most cases simply not an acceptable option.

While data or document loss is one part of the preservation equation, required data destruction is the other. In many cases documents need to be destroyed at certain times or after certain time frames. This too is an integral feature of a good document management solution, and is one that has to be integrated in the document management software itself.

Archiving documents, and being able to selectively restrict and enable access to that archive, are preservation features that must be supported by the document management software application.

Like the features for capture and management, the need for preservation varies by the complexity of the application. Going for overkill, on features in the unlikely event that you might need them at some future date is not an economical way to build a solid document management solution.

The most effective approach is to determine the actual requirements at the outset and select a solution based on these requirements. Selecting a vendor or supplier comes down to determining their ability to speak to not just the individual functionality of a particular piece of software, but to their ability to speak to each of these three building blocks, and offer the proper fit for your needs.

Document Management Industry Roundup: April 4, 2014

April 4, 2014
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The 2014 AIIM Conference took place this week in Orlando, Fla. The annual conference serves as event for professionals to exchange the latest in information management.

This week’s important resources:

1. FileBound Workflow can help you exceed your goals, and show you the best process for accomplishing your tasks. Learn more at the FileBound Partner Conference training session with Kyle Petsch. 

2. The 2014 AIIM Conference kicks off today! We’ll be there with Epson America, raffling off a WorkForce DS 510 Document scanner. Be sure to visit our booth, and check out these other conference events. http://bit.ly/1fKzwrH 

3. Microsoft officially unveiled the Windows Phone 8.1 operating system yesterday, along with its new personal assistant, Cortana. Get the latest on all the new features. 

4. Make your content meaningful and worthwhile. AIIM editor and community manager, Bryant Duhon, shares his top three tips for developing a strong content marketing strategy. 

5. Technology has evolved significantly in the past few decades, and as a result, so have our daily lives. Here are 11 technology advancements we’ve witnessed in our lifetime. 

In case you missed our latest blog:

Document management is more than just scanning and storing files in a digital system. Read about the importance of software that helps you properly organize and process your files on our blog.  

 

Document Management Industry Roundup: March 28, 2014

March 28, 2014
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FileBound’s 2014 Partner Conference will be held in Ft. Lauderdale in one month. Are you ready for Fascinate ’14?

This week’s important resources:

1. Implementing a BYOD program in your organization will inevitably create a lot of additional work for your IT department. Avoid overloading them by following these guidelines. http://tek.io/1fS06Uu

2. Be careful opening any Word documents with an .rtf extension. Microsoft issued an emergency statement Monday announcing that the program had been hacked. http://read.bi/1rvSACh

3. Today is the last day to register for FileBound’s 2014 Partner Conference. The conference will be held April 27-30 in Ft. Lauderdale. What are you most looking forward to learning at “Fascinate ’14?”

4.  Microsoft finally unveiled its Office for iPad this morning. Learn more about the suite and its tablet features. http://usat.ly/O0fEJs 

5.  Twitter’s recently launched uploading and tagging features will likely prove convenient for users, and highly beneficial for businesses, including our resellers looking to compare or promote products. http://cnn.it/1jf2Mvk

In case you missed our latest blog:

Capturing is one of the three main building blocks of a functional document management system. Read more about the importance of document capturing on our blog. http://bit.ly/1hYPX5i

 

Document Management Industry Roundup: March 21, 2014

March 20, 2014
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FileBound announced its Partner Jumpstart Program this week, designed to accelerate the success of its onboarding resellers.

This week’s important resources:

1. Security concerns have prevented many companies from migrating their data to the cloud. Could Security Assertion Markup Language be the key to ensuring protection of files? http://tek.io/1kCyfXP

2. FileBound is proud to announce its new Partner Jumpstart Program, designed to ensure the success of its onboarding partners and resellers. http://bit.ly/1nCmDc7

3. Founder and CEO of Fascinate, Inc., Sally Hogshead, will be the keynote speaker at this year’s FileBound conference. She recently shared her expertise on achieving success through fascination. http://bit.ly/1ddeA1h

4. Seventy percent of companies scan documents, but only a small percentage do so correctly. Don’t make these mistakes in your document scanning processes. http://bit.ly/OAywQe

5. Turn any workday — no matter how stressful or boring —  into a great one with these seven steps. http://bit.ly/OAGwAD

In case you missed our latest blog:

An On-Demand document management solution is accessible through the Internet and requires no installation. See why a Software as a Service solution is ideal for some organizations. http://bit.ly/1l4X0yN

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

Document Management Industry Roundup: February 28, 2014

February 28, 2014
BYOD and cloud security were popular topics of discussion in this week's industry.

BYOD and cloud security were popular topics of discussion in this week’s industry.

This week’s important resources:

1. As more businesses begin to utilize the cloud, increased storage space is becoming essential. See what other tech trends are expected to grow significantly in 2014. http://bit.ly/1fgLdZY

2. Nearly half of all organizations currently have a some form of BYOD policy, and more than half are expected to have implemented one by the end of 2014. http://zd.net/1cN8m5u

3. FileBound is happy to announce its 2014 silver partnership with The Institute of Financial Operations. The IFO acts as a resource and thought leader in the financial operations industry, with a focus on accounts payable, accounts receivable, information management, and data capture. http://bit.ly/1pt5LCU

4. While cloud security is an important priority for organizations and IT departments, some experts believe many concerns about safety are unnecessary. http://bit.ly/1hDacpf

5. Ensuring tight BYOD security is essential for information protection, but implementing policies that are too restrictive may prevent employees from participating. http://bit.ly/NzItfK

In case you missed our latest blog:

Managing vendor relationships includes everything from making timely payments to monitoring vendor performance. http://bit.ly/1dB4TUs