The AIIM Blog
Keep your finger on the pulse of Intelligent Information Management with industry news, trends, and best practices.
Document Management | Information Security
Technological advances over the last two decades have impacted not only our personal lives but the business world too. While they have created opportunities for businesses, they have also raised challenges. The single-largest challenge faced by organizations across the globe lies within - the challenge of managing information effectively. Whether you are a large enterprise, an independent professional or a small business, managing information effectively is one of the keys to successful operations and survival in tough times. Most of the information businesses manage is in the form of documents - be it paper-based or electronic. Organizations that adopt electronic document management systems (EDMS) definitely have a better grip over business processes. In fact, not having a sound EDMS can present several risks, something that no business can afford.
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Managed Print Services, or MPS, as the name implies, is managing the office print and copy process as a service. You either do it yourself or outsource to a trusted service provider. MPS helps centralize the print and copy responsibility for the entire office in order to make smarter decisions across the company. A well-run MPS program can save time, money and improve productivity if done right.
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Making an ECM implementation successful requires planning and attention to detail. The best way to create the right solution is to identify organizational goals and priorities. Learn how to manage a successful implementation in our free guide.
Here are just a few of my favorites moments in document management from the last year.
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Cloud | Document Management | Enterprise Content Management (ECM)
1. Reduction in Paper Santa receives millions and millions of letters each year and has always done his part when it comes to recycling. However, an online document management system that accepts uploaded letters and stores emails will take Santa’s green initiatives one step further by eliminating the need for paper altogether. The cumulative impact on reducing global warming will make the polar bears very happy!
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1. Easy to Use Interface When building a strategy for a successful electronic document management solution—as with any significant change to the way business is done within your organization—user acceptance is crucial. The simplest way to minimize the impact of a new solution is to make it as easy and familiar to use as possible. When reviewing different vendors, be sure to have the eventual users as part of the review process. Apart from getting the features users need, how quickly do they understand the layout? Is the interface easy to understand? Does it look like standard applications they are using on a daily basis (such as Microsoft Office), or is it completely different? Is the interface customizable so the users don’t suffer confusion from features they don’t need to use? Would the casual user have much difficulty in remembering how to use it? If the answers are “no,” then the success of your implementation is in jeopardy.
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Recent news coverage has spurred a renewed interest in copier security, how multifunction printers (MFPs) process, store and shield sensitive data and what professionals can do to protect their companies. Investigative reports have questioned how information stored in an MFP’s hard drive may be accessible to would-be identity thieves and others. As with any high-tech tool, understanding the available security options that pertain to the machine will help to keep your information safe. Features and tools that help protect data on MFPs and should be considered as part of your security measures include:
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