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    Are Information Silos Putting Your Company at Risk?

    Posted by Ryan White on July 17, 2018
    How many places do you store information? How many applications have the ability to add attachments or files and how many people use those applications? Do they have collaboration or sharing features? Sure, you have policies and procedures governing how various systems SHOULD be used, but how enforceable are the policies? (And do you actually enforce them?)

    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 :

    1. 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?
    2. 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.
    3. 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.
    4. 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.
    5. 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.

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    Tags: ECM, IT Sprawl

    Surprising Wins for Compliance Audits

    Posted by Ryan White on June 07, 2018

    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.

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    Tags: ECM

    What Makes a Successful ECM Software Support Partnership?

    Posted by Ryan White on April 26, 2018

     

    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.

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    Tags: Construction, ECM, Software Support

    Making the case for an ECM upgrade: Do you REALLY need to switch?

    Posted by DTI Admin on February 02, 2018

    You were ahead of the curve years ago when your company invested in Enterprise Content Management (ECM software) technology. Back then you might have called it your scanning system or your imaging system.  If you are like most companies, you put a great system in place and once you got it working, you didn’t change much.  And while you may have done a few upgrades to the software, your business processes haven’t changed much.  With that in mind, it's easy to question whether or not an upgrade is really needed. After all, you saw great improvements after implementing your current solution, so why would you fix something you already fixed? Do you REALLY need to switch to a newer or more modern platform?  Sometimes the answer is no.  Here are 5 questions that can help you along the decision path:
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    Tags: Construction, Content Management, ECM, Software Support, Uncategorized

    Do I Need to Renew My Software Maintenance Contract?

    Posted by DTI Admin on January 23, 2018

    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.

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    Tags: Construction, Content Management, ECM, maintenance contracts, software maintenance, Software Support, Uncategorized

    Do I need to upgrade my ECM software?

    Posted by DTI Admin on January 15, 2018

    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!

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    Tags: Construction, Content Management, ECM, Uncategorized

    How Offsite Records Storage Can Improve Operations

    Posted by admin on July 21, 2016

    Offsite paper records storage can help you lower your operating costs, improve employee productivity, create more value from information assets, and protect your organization from the risks of litigation, audit, and disaster.

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    Tags: Content Management, Document imaging, Document Management, DTI, ECM

    Tips for a Paper-Free Business: Capturing Document Data

    Posted by admin on July 08, 2016

    Came across across an excellent article out on The Paperless Project website titled "Tips for a Paper-Free Business: Capturing Document Data" and wanted to share. This particular article focuses on three distinct areas of capturing document data: Bar code recognition, optical character recognition (OCR), and database lookups. Click here to access the full article.

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    Tags: Content Management, Document imaging, Document Management, Document Scanning, DTI, ECM

    Implementing ECM: Keys to Success

    Posted by admin on June 05, 2016

    By Ryan White...

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    Tags: Document imaging, Document Management, Document Scanning, DTI, ECM