DocuBlog - A Document Management Blog with a Marketing Flair by Bill Thomas

Archiving in Your Office Is More Than Squirreling Away Papers — Or Is It?

2009-01-27T11:39:00.001-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Ever watch a squirrel burying nuts in the park? The casual observer assumes the squirrel remembers exactly where all his stashes are located — under the bush, in the flower bed, next to the oak tree — and can return to them throughout the cold winter when snow covers the ground. It’s heartwarming, and unfortunately, has little or no basis in reality. Anyone who has seen peanut plants sprouting in their garden knows well that there are faults in a squirrel’s archiving system. He may happen upon a stash, or maybe not. He may go hungry.

It’s like that with some offices too. Staff carefully tuck away important papers in a drawer, on a desktop in plain sight, or deep in the bowels of the file cabinets “where they’re safe.” This is squirrel archiving! And, I hope you aren’t using it in your office.

Squirrel archiving has an electronic variety too. It is practiced every time an office sets up a system of electronic filing that depends entirely upon the employees’ whims. For example, consider all the ways one staff electronically filed their company’s important Carlsen contract and negotiation documents:

Employee #1: Carlsen contract and negotiation
Employee #2: Contract and negotiation — Carlsen
Employee #3: Contracts
Employee #4: Nate Carlsen
Employee #5: Nate and Mary C

That’s just the start. There is no end to the possible variations when you let well-meaning employees each devise their own file names for archiving. You need a pre-planned system and you need to insist that everyone follows it. This is one time it pays to be the office Nazi about something: insist upon absolute universal compliance.

A logical, universally followed system is important for files you use every day. But when you are archiving a file away for long-term storage, how it’s named will make the difference in whether it can be found again or becomes the proverbial peanut growing in your “office garden”, lost, buried and forgotten by the person who squirreled it away in a distant electronic archive or basement file box.

Beyond smart, logical, universal naming conventions, here are a few things to remember about your electronic archiving:

Make sure your archiving system allows for easily scanning of paper documents into the system.

Why keep anything in a paper form when it will take up less space and be more secure in an electronic archiving system?

Your archiving system should be able to be accessed off-site by employees who need to retrieve information while working at home or traveling for the company.

Your archiving system must be able to limit access to sensitive or confidential files. This is particularly important if your company deals with medical files. There are legal restrictions on how to protect certain classes of information. You need to be sure your archiving system honors those laws.

The archiving system must be easy to use and safe. Store electronic documents either off site or in a secure location within your company. Fire, flood and tornadoes need to figure into your plans when you’re deciding on an archiving system. As unlikely as they seen, they do happen.

If your office is still operating on the squirrel archiving system, it’s time to come out of the woods and into the organized, digital age. Make this the year you take charge of your documents, hopefully before something irreplaceable is figuratively left to grow roots in the flowerbed.

EDMS May Sound Like a Medical Condition, But It Could Be the Cure for What’s Plaguing Your Office

2008-12-11T09:46:00.001-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

In the 1980s there was a concentrated movement in business away from paper documents toward a logical, efficient means of managing documents through the computer. The result was EDMS — Electronic Document Management Systems, a “cure,” of sorts, for what ails the office.

Today EDMS is considered a profound solution for offices large and small. In fact, whether your office is a 1-5 person shop or a multi-location enterprise, an EDMS can infuse your organization with a refreshing efficiency that saves time and organizes your operation beyond your highest expectations.

Here are just a few of the ways an EDMS helps:

EDMS saves steps and time by allowing staff to locate files from their desktop computers rather than searching in big metal file cabinets that may be across the room, down the hall, in the basement or in a distant location at a satellite office. And never forget: time is money, especially when you are paying an hourly wage to those who are searching for documents!

EDMS protects your valuable corporate documents. Because of the off-site back-up systems inherent in an EDMS, your important information is safe from fire, flood and other disasters. You enjoy peace of mind that comes with document security.

EDMS eliminates lost files. This alone is enough reason for most organizations to adopt an EDMS for their offices. Because of the indexing and Metadata recorded for each document stored in the system, it is difficult to misplace anything. How often have you or your office staff searched hours for a document buried in a metal file cabinet, accidentally thrown away or stored in the bowels of the building never to be found again? If your company is like most, it’s more often than you want to admit. EDMS puts an end to these ugly searches. What a tension tamer!

EDMS controls the flow of information. Do multiple people in your organization work on the same document at once and need to coordinate comments and revisions? EDMS turns yesterday’s coordination nightmare into a smooth, seamless process that allows everyone to be heard. And, its ease of use allows you to produce a completed document in much less time than hard copy methods that were used in the past.

EDMS keeps authorized persons in control. Do you worry that your company’s proprietary information and trade secrets will fall into the hands of those who would do your company harm? This is certainly a legitimate worry if you’re dealing with paper files and metal file cabinets. However, if you have an EDMS, you can electronically restrict readership to those who “need to know.” Also, there are ways to gain document control by managing who can modify a document and who can delete a file. It’s a much safer environment for the organization.

Clearly, EDMS has transformed the office and cured many of the ills that plagued yesterday’s workplace. If you haven’t made the switch from papers and file cabinets to electronic documents and an EDMS, you’re not only living in the past, but you’re risking some of your company’s most precious resources. Make this year — this month — the time you take action.

Document Imaging - Delivering Efficiency for the Digital Age

2008-12-02T12:59:00.000-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Document imaging technology helps businesses finally begin to deliver on what over half a century ago IBM scientists first touted: the paperless office. With the aid of document imaging, businesses today can streamline operations by replacing many hard copy documents with digitalized ones. Through document imaging faxes, emails and regular file documents can be digitalized, saving space, time and money for the organization.

Basically, document imaging is a matter of scanning files and paper documents, then having them converted into digital images that can be stored in Tagged Image File Format (TIFF) or digital files on your network server, computer hard drive, CD, DVD, or Document Management System. Often organizations prefer to have their document imaging stored off-site with a third party provider. This can be an excellent choice that offers greater security for important company documents and reduces employees’ workload, freeing them up to handle other tasks.

Another advantage of document imaging is the capacity it offers for using optical character recognition (OCR) on scanned documents. Using OCR an employee can search a document for specific text blocks and then copy them to another application — a real time saver!

One of the great advantages of using document imaging is the ability to scan in a faxed or paper form and then be able to fill it out online — even check boxes. Once complete, the form can be sent via email.

Other advantages include:

Document imaging makes it possible to add comments to a scanned document on your computer and then publish it by email to others.

Document imaging allows anyone in your office to circulated scanned documents as email or as an Internet fax.

Document imaging permits the reorganizing and pagination of a scanned document and then the distribution of it via email.

Document imaging lets you copy images or text from scanned pieces and insert them into other documents.

In all, document imaging cuts paper costs, handling costs and storage costs and that leads to a more efficient office and workforce. And, once a document is scanned, any authorized person can access it wherever an Internet connection is available.

Clearly, while document imaging does not fully eliminate the need for hard copy documents, it does take a giant leap toward a more efficient, more earth-friendly office.

Electronic Documents — Is the Paperless Society a Practical Reality?

2008-11-25T11:54:00.000-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

It can be argued that the advent of the computer age and electronic documents is second in importance only to Johann Gutenberg’s invention of the printing press in the 1450s. Once computers were firmly entrenched in the world’s offices in the early 1980s, it didn’t take long for business people to start wondering whether electronic documents could become the primary means of communication. Futurists were quick to dream about the day when books would be presented strictly online as electronic documents, available to all and at much lower prices. Others saw electronic documents putting paper companies and many printers out of business.

While the reality of the electronic document revolution has panned out differently than the futurists predicted, the computer has brought extraordinary changes to communication. For example, the broad acceptance of electronic documents in everyday and business life has prompted the development of style guides and resources for citing electronic documents as references. Another sign of the impact of electronic documents is the arrival of the CIA’s electronic reading room which citizens can visit online to read about items of national interest. Likewise, physicians are more and more frequently getting away from thick patient files and instead relying on electronic charts. This move to electronic documents reduces the chances of losing vital information and also dramatically cuts down the chance of prescription errors.

One challenge with electronic documents that has emerged in recent years is the discovery of the difference in pixels in an online document vs. a printed document. Companies like Microsoft are exploring ways to alter the pixel density of electronic documents to make them more “eye friendly.” As this science unfolds, society will be positioned to take another step toward a more paperless society.

Today, electronic documents are increasingly becoming the norm for handling personal business. More and more people each year do their banking and bill paying via electronic documents. It saves time, effort and postage. Plus, many contend that it is actually more secure than mailing a check from your mailbox and risking it being stolen.

Government itself feels strong pressure to move toward a more paperless society. The 1998 Government Paperwork Elimination Act demanded that government agencies refrain from using paper to create, modify or store official records within just four short years. This act, in and of itself, forced the government to begin accepting electronic payments and signatures. The age of electronic documents achieved a new milestone!

Today what is classified as an electronic document has expanded to include a wide range of items such as emails, photographs, letters, depositions, x-rays, claims, medical records, video clips and even voice mail. Today, organizations use Document Management Systems to organize and manage these electronic documents. With the addition of each item, the move toward a paperless society again takes a step forward.

All this being said, most experts believe that we will never become a fully paperless society. There will always be those who want to print out a document and hold it in their hands. However, as people become more comfortable with the convenience of electronic commerce, finance and communication, more and more of our lives will be handled through electronic documents and our society will, as a result, become increasingly paperless.

USA-ONE Interactive Announces Document Management Solutions That Meet the Needs of Individual Industries

2008-11-19T10:41:00.005-07:00

Denver, CO (PRWEB) November 11, 2008 — USA-ONE Interactive [www.usa-one.com], one of the foremost providers of document management solutions for small and medium-sized businesses, announces exciting new innovations in their Docuvation software. Now, customers can configure the highly flexible Docuvation ECM software to meet the unique needs of their industry and business. This is a significant advancement over the inflexible document management software others offer, which can’t be customized to meet the needs of specific industries.

Clients’ needs are unique, and with USA-ONE Interactive’s Docuvation ASP solution, a wide range of businesses get exactly the assistance they need:

Accounting Firms — The Docuvation solution can be configured to handle audit worksheets for each client; audited accounts and reports; IRS tax forms such as 1040, W-4 and W-9; documents relating to tax consultancy services; and accounting records for the firm itself.

Construction and Development Businesses — Excellent records storage, management and easy retrieval are critical when orchestrating the various phases of a residential or commercial building project, handling different subcontractors and maintaining licenses and permits. USA-ONE Interactive’s Docuvation software can be configured to meet the unique needs of the construction and development industry, giving clients more complete control of information.

Education — In this age of universal belt-tightening and required accountability for every dime spent, Docuvation gives educational administrators the document control needed to stay on top of budgets and eke the most value out of every dollar. Whether it’s managing curriculum to meet state requirements, using a database for fundraising with alumni or storing student records for easy access, Docuvation gives educators full control of information. Best of all, it is an excellent value for precious budget dollars.

Engineering — Few electronic document management systems are equipped to handle the CAD files used today. Docuvation is the exception. It can store, copy, distribute and allow a client to download and modify DWG (AutoCAD) and DGN (Microstation) files. Files are stored in their native format and accommodate clients’ unique document nomenclature for revision numbering and file naming.

Finance and Banking — Docuvation makes compliance with new federal regulation such as the FRCP Amendment, the PATRIOT Act, the Check Truncation Act and Check 21 easier. The solution’s rapid information retrieval system allows any bank employee to instantly provide customers with accurate information about loans, statements and other products. No tedious, time-consuming search — just quick accurate information at employees’ fingertips.

Insurance and Wealth Management — When it comes to a plethora of paper, few industries rival insurance and wealth management. Contracts, applications, claim forms, client profiles, policies, prospectuses — there’s no end to the documentation required. In this paper-intensive environment, Docuvation makes a profound difference in efficiency, service and information availability. Furthermore, in these highly regulated industries, an organization can’t afford the legal exposure that can follow when HIPPA regulations, the Patriot Act, Graham-Leach-Bliley and SEC 17a-3 and 17a-4 are not followed and documented in a way that is easily accessible electronically. Docuvation provides this peace of mind.

Legal and Litigation — Managing the myriad of files, graphics, hand-written notes, copies, emails and other components of a legal case demands an information management system that goes beyond the ordinary. For a minimal monthly fee, Docuvation makes every item involved in each case easily accessible. With USA-ONE Interactive’s built-in extranet capability and externally hosted disaster recovery capabilities, every item is completely secure. Law firms often simultaneously handle dozens, even hundreds of cases. Docuvation provides instant access to information so lawyers can keep clients informed about judgments, motions, pending petitions or contracts without spending precious time in tedious research.

Medical — Managing information in a physician’s office or clinic is an enormous undertaking. Every detail from lab reports, insurance claims, records releases, consent forms and more must be handled with extreme care and confidentiality. Docuvation is not only up to the challenge, but it provides the instant access to records that helps busy medical staff and physicians quickly get the information they need. Records for patients not seen in years or deceased can be archived, but still easily accessible if needed. It’s light years ahead of storing old records in boxes in the clinic basement.

Mortgage and Title — A paperless office is possible when a company uses Docuvation to scan, store and archive the many records needed for originating mortgages and creating or transferring titles. With Docuvation, vital information is always just a click away.

For more information about USA-ONE Interactive, Docuvation and specific industry solutions they provide visit the Industry Solutions page on the USA-ONE website [www.usa-one.com], and click on the industry you are interested in.

Bill Thomas.
USA-ONE Interactive
(866) 940-USA-1 [8721]
(303) 814-6088
http://www.USA-ONE.com
Information(at)USA-ONE.com

Edocs — What They Are; How They’re Used

2008-11-14T15:39:00.000-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Edocs is short for electronic documents, but it could just as easily stand for efficient documents because nothing improves efficiency quite like replacing the circulation of printed documents with an edoc.

Typically, organizations will say that their primary reason for using edocs is to “go green.” Edocs definitely cut down on the use of paper and therefore help save our forests, but probably the overriding reason companies actually turn to edocs is economical. The “green” edocs save is a lot of greenbacks!

Edocs are popular with banks, law offices and just about every other organization that circulates information. Even Amazon.com has an edocs division that offers a broad selection of publications available for fast — virtually instantaneous — delivery. Plus, the Amazon edocs are priced lower than traditionally printed works, can be conveniently viewed through Adobe reader and, as mentioned above, have zero negative impact on the environment.

One industry that has made a near complete move to edocs is the cruise industry. A few short years ago cruise lines spent considerable money mailing out fairly elaborate kits containing itineraries, luggage tags, excursion options, contracts, etc. Now, all that is provided through edocs. An added advantage for the consumer is the ability to reprint any edocs that are misplaced without incurring the cost of contacting the cruise line representative and paying a fee to have replacement documents sent. The only disadvantage to edocs used in this way is simply the difficulty in training the public, particularly the often-older consumers who typically populate certain cruises. Now that the system of communicating by edocs has been in use for a couple years or so, consumers have definitely taken a liking to its convenience.

Another industry that has made the switch to edocs is the airlines. Where once tickets were mailed out, now they are emailed as edocs, saving time and labor. Plus, with edocs the airlines have effectively eliminated the problem of lost tickets that have to be re-sent to consumers.

Banks are doing everything in their power to promote the use of edocs too. They encourage customers to switch to edocs for receiving statements and bills rather than relying on traditional snail mail. Both cut costs for the institution and save time and paper.

Whatever the real motivating factor behind the societal move to edocs communication — money savings, ecology, time savings or something else — it is a positive step that appears to benefit companies, individual consumers and the planet as a whole.

Digital Document - There's More to It Than You May Think

2008-11-05T08:52:00.000-07:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

When you refer to a paper document, we all know what you mean. It’s something you can hold in your hands, or at any rate, physically touch that is made out of paper. Easy. And, at first blush, it probably seems just as obvious what a digital document is, right? It’s a written piece that’s not paper, but a file on your computer. Well, yes, that’s true, but it can also be a whole lot more.

A digital document is truly a product of the computer age. It can be anything that can be stored as a file on your computer. Anything. That means a digital document can be an architect’s schematic drawing that’s committed to a computer file, a photograph, even an application can be considered a digital document. While it’s not a rock you find in the park, a digital document can be a photo you take of the rock in the park. While an idea you have in your head isn’t a digital document, a verbalized recording of your idea can be. The definition of “digital document” seems to expand all the time.

The advent of the digital document is ultimately a move toward a paperless society. That’s a good thing for Mother Earth and also, when you think about it, for business too.

The file-stored digital document, whatever it consists of, is actually far more enduring and better preserved than a papyrus or paper document could ever be. Think about the condition of the Dead Sea Scrolls and imagine how much better our understanding of those texts would be today if they had been stored as digital documents through the ages. The truth is, our society might be doing certain things a whole lot differently today!

Amazingly, the advent of the computer age and digital documents has led to the creation of software that effectively “shreds” the digital document, removing it forever from your computer. This is important because even after you have deleted a digital document from your system, it remains in the memory recesses of your computer. This can be critically important if the digital document you thought you deleted contained a sensitive corporate information, “trade secrets,” meant only for select eyes.

Managing digital documents through their creation, use, sharing, storing, archiving and even deletion has become an essential part of business today. Because you have so much riding on the security of your digital documents, it makes sense to consult with information management experts as you set up your system for handling your precious and valuable digital document resources. It’s just good business.

Document Scanning: Step One Toward An Efficient Organization

2008-10-29T13:40:00.002-06:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Ever feel like you’re drowning in paper? You’re not alone. Sometimes when I look at the bulging files virtually busting out of office file cabinets, I wonder if anyone really knows where a given document is located. The truth is, often they don’t. Whether you work in a doctor’s office, a manufacturing firm, a marketing company, a pharmaceutical giant or any of the thousands of mom and pop shops that dot the business landscape, the sheer mass of paper contained in your “paper trail” is probably overwhelming. Document scanning is the antidote to paper overload.

Document scanning is today’s way of taking control of the clutter, including everything from documents you refer to daily to those you haven’t looked at since your incorporation, but still need to hold on to.

Document scanning can encompass both paper documents and information currently stored on microfilm. It’s an excellent way to bring all the hodge-podge you call “files” together in one consistent, accessible system. Clearly, document scanning offers many advantages:

Document scanning eliminates the need for all those disorganized, easily lost, paper records. This saves valuable floor space in your company.

Document scanning greatly reduces the number of duplicate documents you have squirreled away in your “physical archive.”

Document scanning saves search time. Everything you’ve scanned is instantly available on screen. You save hours scrounging through dusty files, often in a panic because a valuable document has vanished.

Document scanning allows you to maintain a consistent high quality of document appearance over all the items scanned. Even if your scans include pages from rare old books, schematic drawings, old handwritten notes — whatever, you can count on document scanning to deliver the highest quality image possible.

Document scanning helps you speed up your service to customers. Since everything you need for a customer transaction is accessible at your fingertips, you can answer questions and solve problems fast, and that makes everyone happier.

Document scanning saves money by cutting the high cost of storage. No more ugly metal file cabinets overwhelming your attractive office décor, no more storage room stacked high with boxes filled with old records you don’t dare pitch out. No more employees spending costly time digging through this mess to find something that may, or may not, be there. Everything is neat and organized and that’s a real confidence builder for clients visiting your office and being served by your staff.

If a paperless office is the future — and it seems that this is certainly where American business is heading — then documentscanning is a key part of your success.

CMS - Discover the Reach of Software that Manages Content

2008-10-27T16:08:00.003-06:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

What is CMS? At first blush, the answer seems simple, and frankly, obvious. CMS is a system that manages content. That’s clear enough, right? … until you begin thinking about it. To truly define, and understand, what CMS actually is you must first set some parameters. For example, what is the content the CMS will manage? In its simplest form, “managed content” could be names and addresses in a Rolodex. Content: names/addresses. Managed: alphabetized on a circular file.

However, in the electronic world, where the term CMS is most often applied these days, content usually refers to any variety of digital info an organization wishes to retain and use. This includes such things as text documents, graphics, records, sound — almost anything that could be managed in an electronic venue.

OK, now that we understand the vast variety of content a CMS can deal with, let’s consider for a moment, what we mean by manage? Do we simply mean store? Unfortunately, that’s what some systems’ reps seem to imply. However, a truly effective CMS will combine processes, rules and workflow considerations in such a way as to make the materials being stored more accessible and more logically organized than they would be otherwise. CMS is a tool to make information access — both internally and externally, as allowed — more efficient.

Often when someone refers to a CMS, they are talking about a system used to manage the content of a website. This CMS is actually a combination of two different components: the Content Management Application, which makes it possible for someone not schooled in HTML (Hypertext Markup Language) to control the creation, alteration and deletion of content, and the Content Delivery Application which actually uses the information input to update the site.

In deciding to implement a CMS in your organization, a couple of considerations need to be pondered:

How large is your organization and how far-flung are your offices. This is especially important if the CMS content will need to be used across international borders. This complicates the process of CMS implementation considerably.

How diverse is your organization’s data? If the CMS will control a wide variety of formats(video, audio, diagrams, text, graphics), management becomes more difficult.

For best results and long-term satisfaction with your CMS, work with a trusted representative as you set up the rules and protocols that will be followed by your system.

Document Archiving — Organizing and Storing for Later Retrieval

2008-10-14T17:55:00.002-06:00

When it’s time for a document to leave daily use and go into document archiving do you have a moment of uncertainty? I’m referring to the tiniest prick of fear that you don’t know exactly where it’s going and, even more important, you’re not sure how or if you’ll be able to retrieve it from document archiving should the need arise. You know your mind is a steel trap, but you’ve seen it get a little rusty when it comes to remembering some of the bizarre things you’ve named your files. Do you even archive your documents, or do they just sit out there in “etherland” on somebody’s hard drive where nobody knows where it is at? Probably so . . .

Of course, if you’ve ever sent a file to document archiving and lost it in the black hole of cyberspace, your fears are understandable. I pause for a moment of silent empathy.

All kidding aside, document archiving is one of the most serious challenges a company faces. If you can’t be confident documents from the past can be pulled back and re-examined, and occasionally updated, you’ve built your organization on sand: it can’t possibly stand.

The truth is, organizations are creating digitized data at an alarming rate each year. A lot of companies that started out small with just a few people using desktop pc’s are now 3 or 4 years down the road and looking at 30 people merrily using desktop storage with no real electronic organizational plan.

Imagine document archiving and retrieval when …

Mary names her files for her favorite flowers: The Johnson contract is under “pansy”
because the client is kind of wimpy.

Jon’s astute mind came up with a system based on car parts: Important contracts all go
into the “engine” file because they keep the company going.

Karl, a Ham radio operator, uses the most complete ISO 8601time-based format for naming files, his files look like 2008-07-16T19:20:30.45+01:00.

And, so it goes. With such a system there can be no real document archiving beyond just backing up everyone’s entire system every night and hoping for the best. If you have to retrieve something, (god forbid), you might as well have a séance to figure out what the sought after document is called and where it is.

Document archiving requires organization, planning and agreeing on (and using) document naming conventions. Only by having everyone follow the agreed upon rules will you be able to confidently send a file to your system for document archiving and know, in your heart, you have not just deep-sixed it.

Of course, the best time to set up your naming conventions and plan for document archiving is when your company is just getting started. Too late for that? Maybe you then, appoint a hapless group of courageous volunteers to establish your naming conventions and then require staff to spend a couple hours each day revising their old files and resaving them to fit within the document archiving naming conventions – no? Or, start with one department in your company; clean stuff up and then move on – no? Using today’s ASP based document management tools can help you forgo these time-sucking steps by utilizing meta data already built into each document. I’d suggest going this route – it’s much more cost effective. I always try to remember that the fully loaded cost of a $40,000/yr resource will cost me about $25 to $30 an hour – some of the better systems out there only cost a $120/mo. It doesn’t take too many hours of manual intervention to make that up every month.

Eventually, one way or another, you’ll get them all done. A word of caution: be sure everything is backed up before you start overhauling your crazy naming system and pitching stuff that can be tossed. That way, you won’t inadvertently toss out something irreplaceable.

Of course, every file going forward will need to be created to fit smoothly within the new document archiving naming conventions. This can be prompted for using some of the better ASP document management solutions. Only when a solid plan is in force can you have a prayer of continuity in document archiving within your organization: i.e. when one employee leaves the organization, the new hire can immediately pick up and have the right document in his or her hands every time. What a concept!

Once you’re organized, you’re ready to store and retrieve. Avoid the common solution of storing your backup on tape. This is the digital age. You need to store digitally, have a third party ECM vendor provide your document archiving via the Internet. But, whatever you decide, at least you’ll have the confidence that comes from knowing that when the boss asks for the Holmes Contract from 1988, you won’t have to remember that you filed it under the name of your ex-wife’s mother.

Document management software delivered as a software-as-a-service (Saas)

2008-10-10T13:04:00.003-06:00

Software-as-a-service (SaaS) is becoming a popular 'must' for business today. One such SaaS is document management. The market is flooded with vendors and software service providers who would be more than willing to give your company an excellent offer for you to try their product. Document management software basically allows you access to your documents from anywhere without any hassle through the internet and a web browser. Let's have a look at how this concept works:

Create and Preserve documents
Most Document Management software integrates itself with commonly used office software like Microsoft Office etc. enabling you to create and manage the document in its original format. What's more you can even scan and save paper document and forms that have been around your office for years, making your office truly paperless. All of these documents can be preserved and can be set up for easy access when one needs them, through a filing and cabinet storage system that can be customized to the user’s needs.

Document Security
Security and back up of their valuable documents is probably the most important concern for any organization. Traditional ways of managing documents can cost a lot of money and most often than not have manpower requirements that are not always affordable for small businesses. This is where document management software comes in. Most document management software also come with security features like limiting access to certain documents and files etc. Backup is another important feature that comes with these SaaS packages making these tools very viable to be used around the office place.

Archiving and retaining documents
Retaining, archiving and then administrating and tracking these archives are one of the most essential parts of document management in today businesses. Making sure that the organization has easy and quick access to these digitalized documents is critical. Using document management software can help you achieve all these things, making sure that you lower and maybe even cut out unwanted costs of operations hence turning your business in a more profitable one.

Document Control for the 21st Century

2008-10-07T15:59:00.004-06:00

Managing an organization’s documents takes more than creating a file on the computer and then electronically categorizing it for later use. You need real “corporate wide” document control that allows you to access and make best use of documents from creation through use by multiple individuals and ultimately storage, archiving and retrieval for further use. Data mining is also very important.

With exceptional document control, a company can enhance productivity, tighten security and exert more control over the full life of their organization’s documents. That’s a pretty big return on investment in technology.

What are the key issues solved by a good corporate document control system?

Organizations with multiple locations each running their own, independent document control operation.
Multiple tools and programs in use that are not integrated together to accomplish company goals and objectives.
Poor security: With multiple programs and ways of handling information in use, it is nearly impossible to oversee and control information and keep it secure.

An effective document control system should offer a number of key features that make communication and control both easier and more secure. These include such things as:

Full security — A company must be able to limit access to only those persons, inside and outside the company, who should be able to view documents.
Audit “time trail” — Document control must include virtual time stamps that indicate when the document was last used and who last modified it.
Convenient access — Eliminate the fiery hoops many systems make you jump through to access documents you have every right to see and modify.
Reports and analysis — Exceptional document control requires the ability to analyze data stored in the system and generate reports quickly and easily.
Document history — The company should be able to track the status of a document that is in process or complete.
Search ease — The document control system should make it super easy to quickly locate the exact file or document you need. No wild goose chases, no wasted time!
Easy integration with other applications — If you can’t use your document control measures with applications already entrenched in your corporate culture, you have a problem. Document control should not be like forcing a square peg into a round hole!

Chosen carefully, with a full understanding of the breadth of features available in the marketplace today, a document control system will expedite communication throughout your organization and raise productivity enormously. It is well worth the investment of time researching document control options and the funds for purchase.

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Document Management — Bringing Organization to Today’s Fast-Paced Office

2008-10-01T17:14:00.002-06:00

Document Management is a science that has come of age with the advent of the 21st century. What once was housed in huge, space-consuming metal file cabinets and even sprawling warehouses is now contained far more efficiently on servers, disks and hard drives.

Today, document management is largely a paperless operation. That’s good for the planet and it’s also a sanity saver for office staff as well. While today the infamous “file search” for the missing hardcopy document may be a thing of the past, we can’t say all lost document problems have been resolved for all time with the arrival of the computer age. However, a well-organized and carefully thought out document management system will eliminate a lot of cyber-searching for missing documents.

The key is to set up your document management system the smart way, taking into consideration the most logical and practical ways information can be categorized and also the myriad ways it will be used. Any time invested on the front end of the process of choosing and setting up a document management system is time well spent. Get it right and your document management system will be a thing of beauty that will serve your organization well for years to come. Choose poorly, or do a half-baked job of planning and you’ll be gnashing your teeth and maybe even cussing every time you approach the cyber beast you’ve birthed.

For starters, you need to ask yourself and your key players some basic questions:

• Do you need to be able to store any type of file format including not just word documents, but faxes, images, applications and more?

• What are all the potential ways information in your document management system will be used?

• Do you need different levels of accessibility for different employees in your company?

• How long should documents be retained and how easily do archived materials need to be able to be retrieved from document management?

• If documents must be passed from person to person, what is the ideal way for the document management system to control work flow?

• What security threats will information in your document management system encounter?

• Where do you want your document management system to house files — within your firm or at an off-site location?

These are just a few of a number of questions to consider when beginning the process of selecting a document management system. There’s a lot of choice out there, but some document management systems are decidedly better than others. The important thing is to choose a system that is user friendly, secure and convenient to access. Don’t be afraid to ask your potential supplier a lot of questions. And don’t settle until you get the features and support you want and need. Document management is too important to your company’s functioning and success to do anything less.

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

USA-ONE Interactive Unveils Visioneer OneTouch® Scanning into the Docuvation Content Management Solution

2008-09-19T08:31:00.002-06:00

Using Visioneer’s breakthrough OneTouch® Link,; USA-ONE Interactive offers Docuvation users full control of scanning from any computer, letting users create electronic documents out of paper documents all with a simple touch.

Denver, Colorado (PRWEB) September 17, 2008 – USA-ONE Interactive, leading reseller of Docuvation, is proud to announce that their easy to use document management system now includes integration with Visioneer ® and Xerox ® Documate scanners. Through a special integration link developed by Marex Group Inc., developers of Docuvation and FileBound, Docuvation users now have the means to scan documents with a single touch and seamlessly integrate them using the electronic document management system or edms.

Docuvation is an affordable, Web-based Content Management Software that lets users quickly and easily manage electronic documents. This document management solution, often times referred to as an online filing cabinet, provides structure, security, and instant access to documents of all kinds. Now, with Visioneer OneTouch® integration as part of the package, not only is it easy to manipulate electronic documents, but converting paper documents to digital documents is a breeze. Docuvation requires no expensive hardware to manage or complicated software to install; you can get started today with no upfront capital investment.

“We’re very excited to add this capability to our already robust feature set,” said Bill Thomas, founder of USA-ONE Interactive and expert in the Document Management space. “Not only can small and medium-sized business owners cut costs by using Docuvation, but they can access documents remotely. Docuvation makes the paperless office a reality.”

"Our goal is to make a process that appears complex, easy to accomplish. With Visioneer OneTouch®, you can scan a document and send it to your capture software and let the rest of the Docuvation document management process take over. The new OneTouch® Link to FileBound and Docuvation lets users concentrate on their workflow and not how to get their documents into the workflow," said John Dexter, vice president of business development at Visioneer.

The Visioneer OneTouch ® Link is available free of charge to all Docuvation users through USA-ONE Interactive. Also, for a limited time visit the USA-ONE website and sign up to try Docuvation free for 30 Days!

Document Management simplified with Docuvation

In a world where backup, compliance, security and document sharing challenge all small and medium sized organizations, USA-ONE Interactive’s Docuvation stands apart for power and simplicity. Convert paper documents into electronic documents and quickly and easily save them into secure online cabinets. Different documents – Word, Excel, email, pdf, etc. – can share the same space and can be accessed from anywhere via a secure web connection.
USA-ONE Interactive offers regular, free Webinars where users can learn more about how they can best use Docuvation in their organizations. To sign up for a convenient time, please visit our site to sign-up.

About USA-ONE

USA-ONE Interactive, Inc. was founded by Bill Thomas, a successful entrepreneur, author, speaker, and business development executive with more than 25 years of experience in US & global business.

USA-ONE provides a series of services brought together under one roof to help businesses and business people wade through the endless volumes of data that consume hours upon hours of business productivity each and every day. Using ultra new concepts and products based in contextual data design, USA-ONE brings to market new products in the areas of content management, data warehousing, business intelligence, data abstraction, and mobile data distribution.

About Marex Group -- FileBound and Docuvation

Marex Group, Inc. is the developer and provider of the Docuvation Content Management Solution. The Docuvation solution is marketed through a network of authorized Value Added Resellers and supported from our offices in Lincoln, Nebraska and Denver, Colorado. For additional information on the Marex Group and FileBound solutions, visit http://www.FileBound.com.

About Visioneer

Visioneer provides a broad range of scanning solutions for the desktop, distributed and departmental document imaging markets as well as the mobile and remote business scanning segments. In 2003, Visioneer combined its leading scanner technology with the Xerox brand recognition to develop the Xerox DocuMate product line. Visioneer and Xerox DocuMate high-performance business scanners and imaging software solutions offer users speed, image quality, advanced paper handling and ease-of-use with exclusive Visioneer OneTouch(TM) technology.
These products have received numerous awards including AIIM Best of Show in 2004 and 2005, as well as consecutive PC Magazine Editors' Choice Awards in 2005 and 2006. For additional information on Visioneer and Xerox scanning solutions, visit http://www.visioneer.com/ or http://www.xeroxscanners.com/.

Bill Thomas.
USA-ONE Interactive
(866) 940-USA-1 [8721]
(303) 814-6088
http://www.USA-ONE.com
Information(at)USA-ONE.com

Document Management Software – how to make the most of it.

2008-09-08T16:11:00.004-06:00

By Bill Thomas
From my “DocuBLOG” column
Bill works for USA-ONE Interactive

Ever since the invention of paper, there has been a need for managing the documents we create. With the advent of computers, that need has grown exponentially. Today, there are a number of document management software systems to help businesses manage the growing plethora of items created and needing to be used, tracked, stored, retrieved and archived.

A good document management software system is a real problem solver for a growing business. In selecting the ideal system for your organization, be sure you choose one that solves your organization’s many diverse needs and allows for multiple uses of information. Excellent document management software provides the ability to locate and retrieve information quickly and easily. With the right system, digging in physical file cabinets becomes a thing of the past. But caution — make sure you’re not replacing time-intensive searches through a metal file drawer with time-intensive searches through a complicated, slow-moving electronic document management system. Simplicity, speed and ease are the ticket.

When selecting a document management software system, ask questions and don’t settle for less than what your organization needs. Not sure what you need? A good representative for a document management software provider will be able to point you to the solution that’s right for you. Be sure to always ask for a demo or see if you can “test drive” it yourself with a free trial offer.

For starters, here are some excellent questions to have in your back pocket:

Q - Where will our documents be stored and what is the process for accessing them?
A - It’s important, for safety, that your documents be stored outside your company computer system. Document management software that offers an ASP or “web-based” solution is much safer than storing documents on employees’ desktops where they can be lost for good — poof! — with a company system crash.

Q - How will documents be organized and indexed?
A - Document management software systems typically use a database to store items. Does the organization make sense to you? Does the software allow your organization to create its own “hierarchy” for handling/accessing information? If not, keep looking.

Q - How is retrieval of documents accomplished? Is it possible to browse through everything on a given topic? How quickly can you retrieve specific information?
A - Again, speed and full access to what you need are critical.

Q - How safe are our documents? What measures are in place to protect our information?
A - This is a critical aspect of document management software. While you want access to be
easy for those who should have it, you want an ironclad electronic wall keeping
competitors, former employees and prospective saboteurs out.

Q - If there’s a disaster — fire, flood, earthquake, etc. — are our documents safe?
A - Any answer besides, “yes, absolutely” won’t cut it.

Q - How long will documents be retained as “active”?
A - “As long as you specify” is the one satisfactory answer to this question. Beyond the active period, find out the process for archiving AND having easy access to the archived files in future years.

Q - Is the document management software affordable?
A - Your document management software should never cost more than your small to medium sized company’s cell phone package. In other words, spending somewhere between $110 and $140 a month is reasonable. Anything more is corporate robbery.

Bottom-line? After you’ve heard all about a prospective document management software system, do you have the feeling that it will enhance your ability to serve your market and improve your efficiency as an organization? Or do you have a gnawing feeling that you will be bringing on a new electronic master that will force your organization to fit its mold? Your document management software system should serve YOU, not vice versa!

The electronic age has made simple, efficient document management a reality for thousands of companies worldwide. Select the right document management software and it has the potential to put your organization at the forefront of your field or keep you there. Choose poorly, and you’ll feel like you have a 2-ton elephant on your back.

USA-ONE Interactive, Inc. © 2004-2008 Toll-Free (866) 940-USA-1 or (303) 814-6088

USA-ONE Interactive Presents a Free Webinar Series Introducing Docuvation – An Online Document Management Solution

2008-08-12T08:26:00.001-06:00

See Docuvation in action by attending a free webinar hosted by USA-ONE interactive - the number one e-tailer of Docuvation. This presentation, hosted by a document management professional, is a rare opportunity to see a hands-on approach to managing office documents in an online environment.

Denver, CO (PRWEB) August 12, 2008 – USA-ONE Interactive (http://www.usa-one.com/) invites all small and medium sized businesses to see the power and simplicity of Docuvation first hand through a live webinar hosted by a document management professional.
Docuvation is an affordable outsourced Document Management Solution that works the way people work. There is no software to install, no specialized hardware to manage and no upfront capital investment. Users can begin adding structure, security, and instant access to all critical documents today.

Using a digital copy machine, a desktop scanner, or standalone scanner, easily convert paper documents into electronic documents and save them directly into secure Docuvation cabinets. Electronic documents such as Word, Excel, Email, or others can be saved, stored, and accessed from the same cabinets. Docuvation places the new incoming documents into an Inbox for filing and notifies assigned users that they have filing to do. File clerks simply select a folder and divider and complete the filing process. This process is much more efficient, cost effective, and accurate than tradi¬tional manual filing methods.

Backup, Compliance, Security, and Document Sharing are challenges for organizations of all sizes. These free webinars will answer many questions small and medium sized businesses have been asking for years. How do I better manage my office documents? How can I store mixed content in one central location. How do I become a paperless office? And maybe the most important question of all: How much is this really going to cost? Traditional Document Management Solutions cost too much and require more technical resources than small and medium size organizations can afford.

Docuvation from USA-ONE Interactive is both powerful and affordable. Want to learn more? - Click here to see the times and dates of these upcoming Docuvation webinars and register for one today!

Bill Thomas
Marketing
(303) 814-6088
bill(at)usa-one.com
###

USA-ONE Interactive Announces Risk Free One Month Trial of Document Management System, Marex Docuvation

2008-08-01T12:47:00.003-06:00

Now small and medium sized businesses have an easy and elegant way to make the paperless office a reality. USA-ONE Interactive, the number one e-tailer of Docuvation, lets enterprises keep documents virtually, giving employees access to digital documents from anywhere they have a Web connection though a SaaS solution.

Denver, CO (PRWEB) June 17, 2008 – USA-ONE Interactive (http://www.usa-one.com/) invites all small and medium sized businesses to test Docuvation, an easy to use, Web based electronic document management system. The inexpensive, but powerful, system, offered on the increasingly popular software as a service model, makes any office a paperless office. A wide range of businesses, from accounting and insurance to law and finance will find they reduce cost, time and effort by scanning and retaining electronic documents instead of paper documents. And for a limited time, USA-ONE is offering to store up to 50,000 documents at no charge for one month.

When it comes to paper documents, the statistics regarding wasted time and money are grisly.

It's estimated the average business:

makes 19 copies of each document
spends $20 in labor costs filing each document
spends $120 in labor looking for misfiled documents
loses one of every 20 documents
spends 25 hours reproducing each lost document
spends $25,000 each year filling and maintaining a four-drawer filing cabinet

Not only does an EDMS cut costs, it simplifies document workflow and makes collaboration effortless. For one low monthly price, Docuvation gives everyone in an organization access to eDocs wherever they have an Internet connection. No more critical documents left behind at the office. No more documents lost to fire, theft, disaster or simple mismanagement. Now through document scanning, virtual document storage puts important digital documents at any user's fingertips and protected by the highest security.

Using an online document management system, such as Marex’s Docuvation, also the creator of the innovative FileBound solution, means small and medium sized enterprises can save money, even as the amount of paper required by various rules and laws increases exponentially. File clerks work with the electronic document management system to organize files and manage users.

Save time, save money and retrieve documents from anywhere. Sign up for a free trial of Docuvation by FileBound presented by USA ONE today.

Bill Thomas