Document Management

The uninhibited flow of information within today's business environment has become a prerequisite of an organization's success and smooth operation. But within every organization, some of that information will be sensitive, and ensuring its safekeeping involves a comprehensive security policy. Like water coursing through a pressurized system, information has an unnerving habit of 'leaking' out through unchecked weak spots which have been identified and exploited by unscrupulous individuals.

As offices review their office printing costs, one significant area almost entirely overlooked is the cost of having A3 devices. The perception is that the A3 document is as necessary to our office printing needs as power-steering is to our cars. The reality, as evidenced by NewField IT's review of more than 70,000 devices supporting over 200,000 users, is that A3 output in the office is remarkably low – less than 2.5% of total page volumes on average.

The printer salesman began his pitch: "Once upon a time there was a poor, dull document that was of interest to no-one. Its vital information was ignored by one and all, and it stayed unloved and unlovely at the bottom of a drawer in the kingdom of Officeland." NewField IT is an independent consultancy practice with primary data covering 28 countries and over 70,000 devices. In this paper, they take an impartial look at the use of colour in an office, its advantages and the cost to a business.

For the human body to work at its full potential, it needs to be in good shape. Carrying excess fat, as we all know, leads to poor physical and mental performance, and the same could be said to be true of our workplaces. A healthy – and happy – office is one that is lean and fit, where the job in hand can be carried out with energy and efficiency, and where each part of the overall system functions effectively.

There has been an increased interest in companies adopting Managed Print Services to improve efficiency and reduce costs. Industry analysts have produced substantial amounts of material on the benefits and reasons why one should go down this road... but have they been listening to vendors too much?

Industry debate about the relative merits of OpenDocument Format (ODF) and Ecma 376 Office Open XML (OOXML) highlights the significance of the productivity application market shift from binary and proprietary file formats to vendor- and product-independent Extensible Markup Language (XML) models. The competitive stakes are huge, and the related political posturing is sometimes perplexing.

IDC has found a direct correlation between effective document management and improved business performance. Yet recent research reveals that half of organizations rate their document process management processes as ineffective. This best-practices paper gives you insight into how you can reduce costs, increase productivity, mitigate risk and enhance business performance through the strategic outsourcing of document lifecycle management.

A new survey of legal professionals reveals that 90% of in-house counsel believes their companies are largely unprepared for legal discovery.  Get full survey results and best-practice recommendations to uncover where potential gaps exist. Identify the biggest opportunities to proactively prepare for discovery requests and improve outcomes by utilizing an outsourcing strategy.

Effective records management has never been more crucial to meeting corporate governance, risk management and operational mandates. Yet half of enterprises lack a fully implemented records management program. Download this white paper to learn how strategic outsourcing can help you mitigate risks, apply best practices, meet compliance mandates and improve overall records management ROI.

The value of effective site and intranet search is clear. Finding the most relevant document helps your organization identify and capitalize on opportunities, accelerate business cycles, and implement and execute effective strategies. But whether you have a few thousand pages on your public website or a few million documents scattered across the globe, selecting the right search solution for your enterprise can challenge even the most seasoned technology buyer.

You know you need a multifunction product, but which to choose? Printer-based or copier-based? There are two sides to every story – we’ll help you find your way through the woods to your happy ending with this new informative video whitepaper sponsored by HP.

As the traditional “paper-based” world gives way to digital documentation and transactions, enterprises are demanding innovative solutions for digitally signing and authenticating such documents, files, and forms with iron-clad protection against forgery. Solutions must guarantee non-repudiation and promise the same level of security and trust that exists with conventional documentation. At the same time, such a solution should be simple to use, easy to deploy and offer a rapid ROI.

Like most law firms, Salter Feiber deals with vast amounts of documents, a significant portion of which needs to be kept for long periods of time. "We tried to keep the files closed during the last 12 months onsite," says Kim Chewning, Firm Administrator. "Everything else was sent to a third party for storage in a secure facility." However, as the archive grew, so did the storage cost.

Park West’s successful landscape business had a paper problem. The 11 separate companies (including their headquarters) created paperwork havoc for their Accounts Payable (AP) Department. They required an electronic document management alternative that could meet their criteria to standardize the process for all 11 companies. They needed this at a price that would enable them to realize return on investment in a reasonable length of time.

TMCC's Financial Aid Department (FA) stores about 14,000 hardcopy files, and processes approximately 7,000 new applications a year. FA workers were running out of space to house all of the files when they were told their office might be moved, resulting in the loss of their file room altogether. Since they are required by the U.S. Department of Education to keep files for four years (sometimes longer depending on a specific regulation) they knew converting to an electronic file system would save both time and money while serving their students better.

The amount of paper that DUCA Financial Services had to retain for every member they dealt with was piling up. In fact, DUCA had a complete office wall dedicated to the storage of client records in thirteen large fireproof filing cabinets. "We simply ran out of space and had no more room to put anything," said Jack Vanderkooy, President & CEO. "While we have to maintain documents for our daily reference and access, the problem was made greater by the fact that legally we have to retain documents and files for the full term of each mortgage or loan."

To properly serve their customers, Cortes & Hay must create files of documents that need to be distributed to appropriate parties. The documents that comprise a title insurance binder come from two places. There are documents generated internally, and documents that come from external sources.

The job of a Records Management Office is to take all paper documents that need to be preserved, from all county offices, and implement a strategy to preserve them. When the law changed on January 1, 2001 to allow digitally scanned copies to be legal documents (The Illinois Electronic Records Act), the challenge to find a preservation system that would be both efficient and cost effective increased dramatically.

In the arena of corporate governance and compliance, the Sarbanes-Oxley Act (SOX) has commanded considerable attention; in the healthcare industry, it's  HIPAA; similar regulations target the financial services and energy sectors. Organizations can use technology to meet compliance demands in a cost-effective way.

The Auburn-Washburn School District provides public education to approximately 5,300 Kindergarten through 12th graders in Topeka, KS. It consists of 128 square miles of rural and suburban areas. Descriptive terms like academically challenging, progressive, small classes, high-achievement, modern and excellent are all used to describe the district.

The Marin Community Foundation (MCF) was established in 1986 with the assets of a trust created by long-time Marin residents Leonard and Beryl H. Buck. From the start, MCF’s mission was to use philanthropic contributions to help improve the human condition and enhance the quality of life in Marin County, CA. An unintended consequence was that they were swimming in paper.

Transervice Logistics Inc. provides total transportation management. They have over 38 years of experience in the transportation industry and are driven by the needs of their customers. They understand the customers’ desires and deliver innovative services to meet those needs. Their goal is to provide the customer with professional service on the most cost-effective basis.

Sooner or later, disasters happen to every computer user. They delete important files, on purpose or accidentally. Or they update a document and save it, overwriting the original version. Download this paper to learn how to protect against accidental file erasure.

For most  organizations email compliance management is synonymous with outbound email control. This white paper describes how internal email control is crucial to an organization's compliance mandate and the underlying technical architecture required to do it effectively.

This white paper from GigaOM Pro explains the factors to consider when developing a public-to-private cloud migration or hybrid strategy, some pitfalls to avoid and a case study. Get your complimentary 40-page report now.