For a long time, AX stood in line behind other products in the EMC portfolio, patiently waiting for updates, improvements, and enhancements. All the while, the workhorse that is AX performed consistently and reliably. Under EMC’s management AX never made it to the front of the development line.
A recent study found that enterprise class organizations have - on average - 504 different applications in use. The vast majority of those applications allow users to upload, share, create, and download content and information. This is not surprising because information and communication are essential to operating a business. However, with each new application, a new silo of information is created. Organizations need to protect themselves from the risks of compliance violations and data loss. Here are 5 important factors to consider :
- Do you have information EVERYWHERE? With so many applications in use, there is bound to be overlap of information. For example, customer information will reside in the accounting/ERP system and also in a project management solution. Clashing information can cause confusion, delays, and other issues. How do you keep information in sync?
- Do you have frequent user compliance violations? A Director of Applications at a large firm recently told me his nemesis was a manager with a credit card. Department managers would find a nifty cloud application and sign up. All of a sudden, IT was on the hook for user support and figuring out if any corporate data was at risk. Larger organizations are getting better at enforcing compliance, however some mid-size and smaller organizations struggle to control that process.
- Incurring Duplicate Expense for the same functionality? The abilities to store, share, and download files are available in many applications. How many repositories are you willing to manage? How many times have you paid for that same functionality across multiple applications? Not only are you paying for the feature set, you are also paying for storage, implementation, training, maintenance and upgrades for multiple products to provide the same functionality.
- Struggling with duplicate information? With multiple places to store information, it is likely that you are creating confusion on where information should be stored, the potential for multiple versions, improper access or loss of critical information, and certainly non-compliant processes.
- Facing compliance challenges with personal information silos? – How do you control rogue users of file sync and share applications? Is your corporate information being stored in someone’s personal information silo like their own OneDrive or Dropbox account? If they leave the company, how do you get your information back? Are you at risk for an audit?
These are five of the top issues we are hearing about from companies struggling to control information explosion. Technology exists today that can help consolidate the number of applications in use, consolidate information storage locations, and make it easy to comply with corporate standards.
If any of these issues impact your company, contact us and we will schedule a 30 minute review session to help you determine how to start curbing costs and stemming the risks caused by information silos.
Say the phrase “We’re being audited” and watch people cringe. Why is that? The reason is that most companies have not taken the steps necessary to truly be prepared for the audit and auditors. The result is a lengthy, invasive, labor intensive process that interrupts the normal course of business. It could mean overtime hours, stressed staff , file requests from long term storage, and lost productivity.
What if you could take the dread out of audits? What if an audit was quick and easy? What if you could know without question that you were prepared for the audit and that the auditors would be in and gone in short order? With the right systems in place - specifically, an Enterprise Content Services platform like Onbase by Hyland - this reality is closer than you think.
Here are the top results you can expect when you are prepared for an audit:
- Information is Organized – Equally as important as having all the required information, is having it organized. Organized information is easy to find, making the auditor's job easy and quick.
- You know you have all required documents – When you are prepared, you not only have processes that make sure you collect the required information, but when a key document is missing, proactive notifications alert the responsible party to take action PRIOR to any audit.
- Information is secured and separate – Proper systems ensure that private information is kept private!
- You have a complete history available – from the time a document is created and through every step of its lifecycle, you have the full history of the document. All audit questions answered!
- Well defined processes and systems to ensure compliance – Having the right policies is good, but having systems that force compliance is better! Keep audit times short by demonstrating that you know the processes are followed.
Audits don’t have to be the painstaking, productivity-killing process with the looming threat of punishment for any error found. There is a better way and its not as hard as you think.
Recently I was contacted by someone that used to work for one of our clients. It must be 10 years since we last spoke, however she still had my cell phone number. She has a new job at a different company and they have a problem similar to what we helped her solve before. She hasn’t worked with us at all in these last 10 years, but she thought enough of us to recommend us to her new employer.
Changes to Kofax Capture Support
Kofax 11.0 was released last fall with their product support dates updated per the table below.
Traditionally, Kofax has supported 3 versions of their capture platform before pushing a version into end of life, but that policy has changed with the release of version 11.0. The matrix below is being provided to reinforce this change in longstanding policy.
DTI Technical Services Team is actively reviewing each Kofax customer for upgrade eligibility, and is available to assist you with understanding the status of your product version, and whether or not it may be time to upgrade.
FileBound has an active release schedule with a major release every 12 – 18 months and minor releases roughly every quarter.
While FileBound is slow to officially retire prior builds, DTI as a general best practice is recommending customers stay within two major versions of the current release. For customers falling outside this threshold, our Technical Services team will be reaching out in Q2 and Q3 of 2018 to discuss upgrade options.
For most businesses, the purchase of software - especially robust software that is central to business operations - is a big expense. Once that software is purchased, we tend to look at the software maintenance contract in the same way we might consider a warranty for a television. Is it really needed? Is the price justified? Unlike a television warranty, software support packages are typically billed annually by the manufacturer or support provider. When considering whether a software maintenance package is really necessary, it's important to evaluate its impact. Let's take a look at a few considerations.
If you are a long-time user of scanning and document imaging technology, think back to when you first saw a piece of paper move through a scanner and end up as an image on the screen. That was pretty cool! Then you added a digital sticky note and sent the image and note to someone else in an email. You were on the leading edge of technology and the official 'most tech savvy' person in the office!