The Enterprise Content Management (ECM) challenges of managing ‘Records-in-Place’

by Frank 18. February 2020 01:01

 

The Challenge

An interesting challenge for Records Managers, Knowledge Managers and CIOs is the newer document management paradigm of being asked to manage all content according to the ‘Records-In-Place’ paradigm, without a single central repository. That is, to be responsible for all content across a myriad of locations controlled by a myriad of applications and a myriad of departments/organizations and people.

We all realize that Enterprise Content Management, or Content Services as it is now called by Gartner, is a moving target, constantly evolving with new challenges and new paradigms.

For example:  

  • How do we filter out only relevant information from social media?
  • How do we avoid capturing personal data and being culpable under privacy laws?
  • How do we capture all emails containing sexism, racism and bullying without being guilty of an invasion of privacy of the individual?
  • How do we meet all of our compliance obligations when our staff are spread across multiple states/counties/provinces and multiple countries with different legislation and compliance requirements?

All weighty challenges for the modern Records Manager, Knowledge Manager or CIO. Now we have a new challenge, how to manage multiple silos of information without a central repository.

Multi-Repository (multi-Silo) Systems

In multiple-repository systems we find multiple document stores or silos, local files, network file shares, local data bases, multiple file servers, multiple copies of SharePoint and multiple Cloud repositories like Dropbox, Box, iCloud, Google Cloud Storage and other hosted document storage. The CIO may proudly claim to manage multiple information silos but what he or she really has is a laissez faire document management ecosystem that may well be centrally monitored (hopefully) but is most certainly not centrally managed.

In the multiple silo model, the documents in our multiple locations are ‘managed’ by multiple people and multiple and independent applications (e.g., SharePoint, Google Docs, Office 365, etc.). We may have implemented another layer of software above all these diverse applications trying to keep up with what is happening but If I am just ‘watching’ then I don’t have an inviolate copy and I don’t have any control over what happens to the document. I am unable to enforce any standards. There is no ‘standard’ central control over versioning or retention and no control over the document life cycle or chain of evidence.

For example, you wouldn’t know if the document had since been moved to a different location that you are not monitoring. You wouldn’t know if it had been deleted. You wouldn’t know its relationship to other documents and processes in other silos. You wouldn’t know its context in your enterprise and therefore you wouldn’t know how relevant this document was. The important distinction is that under the multiple silo model you are ‘watching’ not managing; other multiple pieces of software are managing the life cycles and dispositions of the documents independently.

All you really know is that at a certain point in time a document existed and what its properties were at that time (e.g., historical ‘natural’ Metadata such as original filename, author, date created, etc.). However, you have no contextual Metadata, no transactional Metadata, no common indexing and no common Business Classification System. In this case, you don’t have a document management system, you have a laissez faire document management ecosystem, an assortment of independently ‘managed’ information silos. Most importantly, you are not able to link documents to business processes that transcend organizational structures and silos.

What are the issues?

Sure, SharePoint and Cloud silos make collaboration easier but at what cost? What can’t we do with this multi-silo ecosystem? Why doesn’t this solution meet the best-practice objectives of an enterprise Document Management System? What are the major areas where it falls short? How does the proliferation of multiple silos and content repositories affect us? What are our risks? Here is my assessment of the major shortfalls of this ‘Records-In-Place’ paradigm.

We are unable to: 

  1. extract the critical insights that enterprise information should provide
  2. define all the relationships that link documents to enterprise business processes
  3. find the right information at the right time
  4. provide a single access point for all content
  5. Implement an effective, consistent enterprise-wide document security system
  6. effectively protect against natural or man-made disasters
  7. produce evidence-standard documents
  8. minimize document handling costs
  9. guarantee the integrity of a document
  10. guarantee that a document is in fact the most recent version
  11. guarantee that a document is not an older copy
  12. minimize duplicate and redundant information
  13. meet critical compliance targets like Sarbanes-Oxley Act (SOX) and the HIPAA
  14. create secure, searchable archives for digital content
  15. effectively secure all documents against loss
  16. implement common enterprise version control
  17. facilitate enterprise collaboration
  18. Improve timeliness
  19. manage enterprise document security and control
  20. manage smaller and more reliable backups
  21. achieve the lowest possible document management and archiving costs
  22. deliver the best possible knowledge management access and search
  23. guarantee consistent content
  24. optimize management and executive time
  25. standardize the types of documents and other content can be created within an organization.
  26. define common use template to use for each type of document
  27. standardize the Metadata required for each type of document
  28. standardize where to store a document at each stage of its life cycle
  29. control access to a document at each stage of its life cycle
  30. move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
  31. implement a common set of policies that apply to documents so that document-related actions are audited, documents are retained or disposed of properly, and content that is important to the organization is protected
  32. manage when and if a document has to be converted from one format to another as it moves through the stages of its life cycle
  33. guarantee that all documents are treated as corporate records, that common retention policies are applied determining which documents must be retained according to legal requirements and corporate guidelines
  34. guarantee enterprise-wide Regulatory compliance
  35. produce an enterprise-wide audit trail
  36. share information across departmental and/or silo boundaries
  37. centrally manage the security access to documents/information across different areas of the organization
  38. consistently classify documents as each repository may be used by a different department and be classified differently  
  39. identify duplicates based on document name
  40. easily find things based on metadata, as it wouldn’t be common across repositories
  41. control access via AD single sign on
  42. access all enterprise documents using a single license
  43. centrally audit access and changes to metadata

What are your risks?  

Your risks are huge!

 

The use of Business Process Management, BPO, BPM

by Frank 9. February 2020 06:00

 

 I am sure that you have been inundated with ads, articles, white papers, phone calls, seminars and proposals for Business Process Management, Business Process Outsourcing and Business Process Optimization.

What is it?

BPM certainly isn’t new, there have been many companies offering innovative and often cutting-edge technology solutions for many years. The pioneering days were probably the early 1980’s. One early innovator I recall was Tower Technology because their office was just across from our office.

In the early days BPM was all about imaging and workflow and forms. Vendors like Tower Technology used early versions of workflow products like Staffware and a whole assortment of different imaging and forms products to solve customer processing problems. That is, to turn a manual, paper-based business process into an automated digital process. In those days, it involved a lot of inventing and a lot of creative genius to make all those disparate products work together and actually do what the salesperson promised. More often than not, the final solution didn’t quite work as promised and it always seemed to cost a lot more than quoted but that was ‘normal’ then.

As with all new technologies, everyone had to go through a learning process, usually at the customer’s expense and for many years the promises were far ahead of what was actually delivered with a lot of expensive failures along the way.

Today?

So, is it any different today? Is BPM a proven, reliable, feature-rich and mature technology?

The answer dear friends, is yes and no; just as it was thirty or more years ago.

Caveat Emptor

The Latin phrase ‘Caveat Emptor’ means ‘Let the buyer beware’. Caveat Emptor applies just as much today as it did in the early days because despite enormous technological progress, we are still pushing the envelope (as we always do in this industry). We are still being asked to do things the current software and hardware can’t quite yet handle. The behind the scenes technicians are still trying to make the product do what the salesperson promised in good faith (we hope) because he didn’t really understand his product set and/or the customer’s requirements and processes.

Caveat Emptor means it is up to the buyer to evaluate the offering and decide if it can do the job. Of course, if the vendor lies or makes blatant false claims then Caveat Emptor no longer applies, and you can hit the vendor with a lawsuit based on the products and services being ‘Not Fit For Purpose’.  However, in reality it is rarely as black and white as that. The technology was complex, is complex and will always be complex and the proposals and explanations are full of proprietary terminology, ambiguities, acronyms and weaselly words because at the time of the proposal, no one (vendor or customer) really understands all the requirements. The real requirements develop over the course of the project.

Do you fully understand your requirements and the vendor proposal?

As with all legal agreements, you shouldn’t enter into a BPM contract unless you know exactly what you are getting into. This is especially true with BPM because you are talking about handing over part of your core business processes to someone else to ‘improve’. If you don’t understand what is being proposed, then please hire someone who does; I guarantee it will be worth the investment. This is especially true if you are outsourcing customer or supplier facing processes like accounts payable and accounts receivable. Better to spend a little more up front than suffer cost overruns, failed processes and an inbox full of complaints. In the worst case, a failed business process conversion can lead to a business failure.

Advice

My advice is to always begin with some form of a consultancy to ‘examine’ your business processes and produce a report containing detailed maps, conclusions and recommendations. The vendor may offer this service as part of its sales process and it may be free, or it may be chargeable.  However, I believe in the old adage that you get what you pay for so I would prefer to pay to have a qualified, experienced professional and independent (not employed by the vendor) consultant do the study. The advantage of paying for the study is that you then ‘own’ the report and can then legally provide it to other vendors to obtain competitive quotes. Three competitive quotes should be a mandatory requirement. The vendors will always sharpen their pencils when they know there is competition.

What are your costs now?

You should also have a pretty good idea of what the current processing is costing you in both direct and indirect costs (e.g., lost sales, dissatisfied customers, unhappy staff, etc.) before beginning the evaluation exercise. Otherwise, how are you going to be able to judge the added value of the vendor’s proposal? If the new digital process won’t add value, then why do it?

In my experience, the most common set of processes to be ‘outsourced’ are those to do with accounts payable (AP) processing. This is the automation of all AP processes beginning with your purchase order (and its line items), the delivery docket (proof of receipt), invoices (and line items) and statements. The automation should reconcile invoices to delivery dockets and purchase orders and should throw up any discrepancies such as items invoiced but not delivered, variations in price, etc. Vendors will usually propose what is commonly called an automatic matching engine; the software that captures, reads and ‘matches’ all the documents in the AP process and then does its best to make sure you only pay for delivered goods that are exactly as ordered.

What is the Return On Investment (ROI)?

If the vendor’s proposal is to be attractive and add value to your organization, it must replace your manual processing with an automated model that is both faster and more accurate. Ideally, it would also be more cost-effective but even if it is more costly in the short term than your manual direct cost, it should still solve most of your indirect cost problems like overpayments, unhappy suppliers and late payment fees. Project your costs and savings over five years to see the real ROI.

Basically, the vendor has to offer a ‘Value Proposition’; if it doesn’t provide value, why do it?

Before you begin

In essence, there is nothing magical about BPM; it is all about replacing inefficient manual processes with much more efficient automated ones using clever computer software. The magic, if that is the word to use, is about getting it right.  

  • You need to clearly and completely define the processes you want automated;
  • You need to know what the current manual processing is costing you;
  • You need to be absolutely sure that you fully understand the vendor’s proposal and;
  • You need to build in metrics so you can accurately evaluate the finished product and clearly determine if it is meeting its stated objectives.

Please don’t enter into negotiations thinking that if it doesn’t work you can just blame the vendor. That would be akin to cutting off your nose to spite your face. Remember Caveat Emptor; success or failure really depends upon how well you do your job as the customer. Failed projects are always the fault of both parties; minimize risk by doing your job well.

 

 

The Significant Benefits of Document Imaging

by Frank 20. January 2020 12:24

 

 

We have all known for at least 30 years of the significant benefits of Document Imaging.

Document imaging or the scanning of paper documents to convert them to digital images, along with workflow, was the real beginning of office automation.

The advent of Document Imaging in the early 1980s did for office automation what barcodetechnology did for physical records management and asset management. It allowed manual processes to be automated and improved; it provided tangible and measurable productivity improvements and as well as demonstrably better access to information for the then fledgling knowledge worker.

However, over 30 years later, we have a paradox where we all take document imaging for granted but, we still don’t utilize it to anything like its full capabilities. Most organizations use document scanners of one kind or another, usually on multi-function-devices, but we still don’t appear to use document scanning nearly enough to automate time-consuming and often critical business processes.

I don’t really know why we are not utilizing document scanning more widely because it obviously isn’t a matter of lacking the tools; we have every type of document scanner imaginable and every type of document scanning software conceivable.  The struggling knowledge workers of 30 years ago would be ecstatic with the options available today.

We just seem to be stuck in first gear or, maybe we just are not applying enough thought to analyzing our day to day business processes.

Business Processes Management based on the circulation of paper documents in 2020 is archaic, wasteful, inefficient and highly prone to error. Yet, many organizations I deal with still have critical business processes based on the circulation of paper. How incredibly careless and dangerous is that?

Let’s look at the benefits at the most basic level: 

  • How many people can read a paper document at any one point in time? The answer is one and one only.
  • How many people can look at a digital image of a document at any one point in time? The answer is as many as need to.
  • How hard is it to lose or damage a paper document? The answer is it is really, really easy to lose of damage or deface a paper document.
  • How hard is it to lose or damage or deface or even change a secure digital copy of a document? The answer is it is almost impossible in a well-managed document management system.

So why are we still circulating paper documents to support critical business processes? Why aren’t we simply digitizing these important paper documents and making the business process infinitely faster and more secure? For the life of me, I can’t think of a single valid reason for not digitizing important paper documents. The technology is readily available with oodles of choice and it isn’t difficult to use, it isn’t expensive. In fact, digitizing paper will always save you time and money.

So why do I still see so many organizations large and small still relying on the circulation of paper documents to support important business processes? Is it a lack of thought or a lack of imagination or a lack of education? Can it really be true that more than thirty-years after the beginning of the office automation revolution we still have tens of thousands or even millions of knowledge workers with little knowledge of or access to, basic office automation?

In a world awash in technology like computers, laptops, iPhones and iPads how can we be so terribly ignorant of the application and benefits of such a basic and proven technology as document imaging?

In my experience, some of the worst example can be found in large financial organizations like banks and insurance companies. The public perception is that banks are right up there with the latest technology and most people look at examples like banking and payment systems on smartphones as examples of that. But, go behind the front office to the back office and you will usually see a very different world; a world of paper and manual processes, many on the IT department’s ‘backlog’ of things to attend to, eventually.

The message is a simple one. If you have business processes based on the circulation of paper, you are inefficient and are wasting money and the time of your staff and customers. You are also taking risks with the integrity of your data and your customer’s data.

Please do everyone a favor and look carefully at the application of document imaging, a well-proven, affordable, easy to implement and easy to manage business process automation tool.

 

Why aren’t you managing your emails?

by Frank 16. January 2020 15:08

  

Emails long ago evolved to be around about eighty-percent plus of business correspondence. Most records managers also realize that most of us aren’t managing emails well and that this has left a potentially lethal compliance and legal hole to plug.

I have written numerous papers and posts on the need to manage emails, such as:

The need to manage emails differently to paper;

Managing Emails, how hard can it be?;

I am willing to bet you are still not managing your emails effectively;

How to simplify Electronic Document & Email Management;

Why are your staff still manually capturing & classifying electronic documents & emails?

The need to manage Emails?;

Six reasons why organizations do not manage Emails effectively;

When I review them today, they are just as relevant as they were years ago. That is to say, despite the plethora of email management tools now available, many organizations still do not manage their emails effectively or completely.

The Manual Model

As an recent example we had an inquiry from the records manager at a US law firm who said she needed an email management solution but it had to be a ‘manual’ one where each worker would decide if and when and how to capture and save important emails into the records management system.  She went on to state emphatically that under no circumstances would she consider any kind of automatic email management solution.

We have to provide multiple options, such as GEM and the Button, because that is what the market demands but it is common sense that any manual system cannot be a complete or consistent solution. If you leave it up to the discretion of the end user to decide which emails to capture and how to capture them, then you will inevitably have an incomplete and inconsistent store of emails.  Worse still, you will have no safeguards against fraudulent or dishonest behavior.

Human beings are, by definition, ‘human’ and not perfect. We are by nature inconsistent in our behavior on a day to day basis; we forget things and sometimes we make mistakes. We are not robots or cyborgs and consistent, perfect behavior is beyond us.

As humans, we cannot be trusted to always analyze, capture and classify emails in a one-hundred percent consistent manner.

The problem is exacerbated manifold when we have hundreds or even thousands of inconsistent humans (your staff) all being relied upon to behave in an entirely uniform and consistent manner. It is ludicrous to expect entirely uniform and consistent behavior from your staff and it is bad practice and just plain foolish to roll out an email management system based on this false premise. It will never meet expectations. It will never plug all the compliance and legal holes and you will remain exposed no matter how much money you throw at the problem (e.g., training, training and re-training).

The Automatic Model

The only complete solution is one based on a fully-automatic rules or AI driven model whereby all incoming and outgoing emails are analyzed at the email server level according to a set of business rules tailored to your specific needs. This is the only way to ensure that nothing gets missed. It is the only way to ensure that you are in fact plugging all the compliance and legal holes and removing exposure and risk.

The fully automatic option is also the most cost-effective by a huge margin.

The manual approach requires each and every staff member to spend (waste?) valuable time every single day trying to decide which emails to capture and then actually going through the process time and time again. It also requires some form of a license per employee or per desktop. This license has a cost and it also has to be maintained, again at a cost.

The automatic approach doesn’t require the employee to do anything except know how to search for emails in your EDRMS. It also doesn’t require a license per employee or desktop because the software runs in the background talking directly to your email server. It is a low cost, low impact and asynchronous solution.

The automatic model increases productivity and lowers costs. It also provides a complete and entirely consistent email management solution and at a significantly lower cost than any ‘manual’ model. So, why is it so hard to convince some records managers and /or business owners to go with the fully automatic solution?

Who Decides?

This is not a decision that should be left up to the records manager. Emails are the business of all parts of any organization; they don’t just ‘belong’ to the records management department. Emails are an important part of most business processes particularly those involving clients and suppliers and regulators. That is, the most sensitive parts of your business. The duty to manage emails transects all vertical boundaries within any organization. The need is there in accounts and marketing and engineering and in support and in every department.

The decision on how to manage emails should be taken by the CEO or at the very least, the CIO with full cognizance of the risks to the enterprise of not managing emails in a one-hundred percent consistent and complete manner.

Its Risk Management

In the end email management isn’t in fact about email management, it is about risk management. If you don’t understand that and if you don’t make the necessary decisions at the top of your organization, you are bound to suffer the consequences in the future.

Are you going to wait for the first lawsuit or punitive fine before taking action?

Do you have a Heavy-Duty, Complex, Special or Unusual Records, Document or Information Management requirement?

by Frank 13. December 2019 10:10

 

Is your Heavy-Duty Records, Document or Information Management requirement out-of-the-ordinary and does it have special or unusual requirements for business process management, integrations with legacy systems or unusually high users counts or unusually large database sizes that ‘standard’ EDRM or ECM systems aren’t equipped to handle?

If so, we have the answer with the RecFind 6 Product Suite; the big brother to RF6Cloud (RF6-RM and RF6-EDRMS).

Whereas RF6-RM and RF6-EDRMS are based on RecFind 6 they have been designed for small to medium enterprises to make it as easy and as low cost as possible to roll out and manage a records and document management solution in the Cloud. As such they suit most ‘standard’ requirements.

The RecFind 6 Product Suite, by comparison, was designed to handle any RM or EDRMS or Information Management requirement regardless of the ‘difficulties’ entailed.

  1. RecFind 6 has no limit on the size of the database other than the maximum size of SQL Server, 524 Petabytes.
  2. RecFind 6 has no limit on the number of users.
  3. RecFind 6 has been optimized for the rapid upload and download of large electronic documents.
  4. RecFind 6 comes with a standard set of integration tools that makes it as easy as possible to import data from any data source and to integrate to any other system including legacy systems, even mainframe systems.
  5. RecFind 6 is ultimately configurable to the client’s exact requirements including the data model, Metadata and any business process.
  6. The RecFind 6 relational database is designed and optimised for flat search times and can capture, index and manage data of any type including any kind of digital asset.
  7. RecFind 6 comes with an optional standard SharePoint integration module.
  8. RecFind 6 comes with an optional API/SDK.
  9. RecFind 6 comes with an optional eDocArchiving module that makes it as easy as possible to move non-current electronic documents to second level storage but still have access to them from the standard client.
  10. RecFind 6 comes with an optional High-Speed Document Scanning module that automates the digitisation of paper for organizations with large amounts of paper documents to capture.
  11. RecFind 6 comes with optional fully automated electronic document and email management tools that totally automate the analysis, capture, indexing and classification processes.

In short, RecFind 6 is the perfect and complete solution for any large scale, complex records, document or information management requirement. It can be configured to your exact requirements and it can handle any task, no matter how complex.

We have existing customers that successfully utilize the RecFind 6 Product Suite to manage a range of ‘difficult’ and ‘unusual’ applications such as:

  • Mortgage Application processing in a large bank
  • Securities and Vault management in a large bank
  • Contract and Intellectual Property management in a large media organization
  • A Vaccination Register for a state health department
  • The capture, conversion and integration of a large number of disparate (e.g., Access, Excel) databases located in multiple states and countries to provide a single, secure and standardised point of reference system

If you would like us to analyse your ECM requirement and prepare a report, with no obligation, please complete our online Needs Analysis Survey or if you requirement is outside of the ECM sphere please contact us direct and explain what it is you need to be accomplished.

We look forward to being of service.

15 Compelling reasons to store ALL your information in RecFind 6

by Frank 4. December 2019 12:02

1.    Security of Information

All information, including Metadata, electronic documents and images, is stored in the RecFind 6 Microsoft SQL Server Database, not in insecure flat file systems. In addition, all electronic documents and images are stored as binaries (Blobs) in SQL Server, not native format; they are doubly secure.

The only way anyone can access your data is via the secure RecFind 6 client where access is protected by our industrial strength security system. No one has access to your information unless you authorize it. Plus, the fully customizable Audit Trail means you can track every transaction.

Don’t store your information on insecure shared drives or in insecure applications like Excel or Access; RecFind 6 is the far more secure solution.

Concerned about security, concerned about GDPR? Then store all your information in RecFind 6.

2.    Size of your Data Store, Scalability

The only size restriction for RecFind 6 is the maximum size of a MS SQL Server Database and that is currently 524 PB (Petabyte), 524 thousand billion bytes of information and likely to increase in future versions of SQL Server.

If you are concerned about a system being able to manage all of your data and handle future growth, then store all your information in RecFind 6.

3.    Performance, time to Capture & time to Search

The architecture of RecFind 6 has been optimized for electronic document and image capture (upload), search and download. Upload and download times are also independent of the size of your database.

If you plan on having a large number of users and a large data store and are concerned about performance, then store all your information in RecFind 6.

4.    Full-text Indexing

All textual data stored in RecFind 6 is automatically full-text indexed to facilitate optimum search results. This includes emails, OCR’d images, all documents containing text, and all entered Metadata.

If you need extremely fast and accurate text searches of your data, then store all your information in RecFind 6.

5.    Versioning of electronic documents

All electronic documents stored in RecFind 6 are automatically versioned when captured.

If maintaining an accurate record of all electronic document versions is important to you, then store all your information in RecFind 6.

6.    Reliability, Availability

RecFind 6 is renowned for its robustness and high availability. Situations where a code failure has made RecFind 6 unavailable to users are rarer than hen’s teeth. RecFind 6 runs and does what it says  on the box, day in and day out for 12 months a year.

If reliability and availability is important to you, then store all your information in RecFind 6.

7.    Microsoft Compatibility

All new versions of RecFind 6 are tested against the latest releases of Microsoft products including Windows Desktop, Windows Server, SQL Server and Office. We protect your investment in our products by ensuring that they continue to work in your chosen Microsoft environment.

If ongoing compatibility with Microsoft is a concern, then store all your information in RecFind 6.

8.    Support

We don’t have complicated, multi-tier plans for support; we address each support request as soon as it is received. Support is also FREE to all customers under a current maintenance agreement. We are rightfully renowned for the quality of our support service. Plus, all support is handled by our employees; we DO NOT OUTSOURCE support.

If high quality support is important to you, then store all your information in RecFind 6.

9.    Flexible Licensing & Pricing

We offer multiple licensing & pricing plans including In-Perpetuity, Annual, Subscription, Hosted (SaaS), Not-For-Profit, Site & Organization licenses. Plus, we will work with you to structure a plan to suit your unique needs.

If flexible licensing & pricing plans are important to you, then store all your information in RecFind 6.

10.         Dealing with the owner of the Intellectual Property (IP)

We designed and built the very first RecFind in 1986 and have designed and built every version since then. Please refer to our history of product development. When you deal with us you are dealing with the owners and developers, not a reseller or licensee. No one knows our products better than we do.

If it is important to you to deal with the experts, then store all your information in RecFind 6.

11.         The need to store multiple types of electronic documents & digital assets

RecFind 6 stores and manages any kind of electronic document including emails, plans, CAD drawings plus any kind and size of digital asset. It has been optimized to handle very large digital objects.

If you need to capture and manage any kind and any size of electronic document, then store all your information in RecFind 6.

12.         Unlimited users, Scalability

RecFind 6 can be delivered with a single user license or an unlimited user license and any number of users in between. Its unique architecture is able to support any number of users. The only prerequisite is that you provide adequate server hardware to meet your requirements. There are no inbuilt restrictions in RecFind 6 for either users or the size of the data store.

If you need to support a large number of users, then store all your information in RecFind 6.

13.         Accessibility

The RecFind 6 Web Client provides secure access to your data from anywhere in the world there is an Internet connection and from a variety of browsers and devices including the iPad.

If remote and convenient access is a requirement, then store all your information in RecFind 6.

14.         Ease of Configuration, Flexibility

The RecFind 6 DRM tool, supplied free of charge, makes it easy for you to modify RecFind 6 (Data Model, Business Process, Metadata, Security System, etc.) without ever having to contact us or pay for changes and still have a standard product.

If you have a need to modify your information management solution to your exact and changing requirements, then store all of your information in RecFind 6.

15.         Ease of Integration to other systems

The RecFind 6 Product Suite includes multiple tools to make integration to any other system or data source as quick and as easy as possible. These tools include the DRM, Xchange, The SharePoint Integration Module, the MINI API and the SDK/API.

If you have a need to integrate to other systems and to import data from a variety of data sources, then store all of your information in RecFind 6.

 

What does it take to digitize your records?

by Frank 21. February 2018 06:00

A customer, with a very large physical records database, recently asked us for references for other sites that had digitized their records so he could copy what they did.

We explained that unfortunately, that approach doesn’t work because:

1.      The other customers aren’t interested in a long term ‘free’ consultancy exercise helping him to determine his requirements; and

2.      In our experience (over 34 years) every customer’s requirements and culture are different and each customer requires a unique and personalized solution.

Its back to that time-honoured common-sense approach that says,

“You can’t solve the problem until you first know what the problem is.”

There is no shortcut to doing the job properly, professionally and appropriately (to match the culture of the organization).

Our Approach          

First, we begin with a face to face meeting where our experienced consultant asks a lot of questions about the organization, its structure, its data, its objectives and its timeframes. Then our consultant comes back to our office and engages in a second discussion with our expert team, reviewing our findings and coming to a considered consensus about the best way forward. This is followed by a short report to the customer summarizing our findings, conclusions and recommendations. This is the initial working document that the customer can then review and discuss internally with all stakeholders.

So far, all this is at our cost and comes under the heading of pre-sales.

The customer then usually says something like, “We have discussed your report and are in agreement about the best way forward with a few changes. What is the next step?” We respond by proposing a more formal onsite consultancy, at the customer’s cost, where our consultant interviews the key stakeholders and gathers all the information available about the customer’s records, standards and business processes. Out of this exercise we are able to produce a detailed report and project plan for review by the key stakeholders.

It may take several iterations of review and edit before all parties are satisfied that the detailed plan is appropriate, cost effective and doable. We then produce a formal proposal that includes everything agreed and await the customer’s approval and go ahead.

What does the proposal include?

·        Ordering of any hardware required

·        Installation of any software required

·        Administrator training of key operational staff

·        Pre-implementation consultancy, finalizing how we handle all data and work processes

·        Capture and conversion of existing records from multiple sources, ‘mapping’ the data to our products

·        Implementation consultancy, making all the changes required to the data model and business processes in our products

·        Report production, modifying standard reports and creating new reports

·        Trial run of any conversions and data uploads

·        Review of configured products, data model, business processes, reports, converted data, etc.

·        Approval

·        Final configuration changes

·        End-user training

·        Live conversion and data uploads

·        Go-live

·        Post-implementation consultancy (usually 3 to 6 months later). Did we achieve our objectives?

How long does it take?

In our experience, from start to finish can take from 3 months to 24 months. The main cause of a longer time-frame is how long it takes the customer to make a decision on our proposal. Another lengthening factor can be any complicated integrations that need to be designed and tested.

The actual implementation usually takes from 2 weeks (a very small site) to 3 months (a very large site).

Is every customer implementation really that different?

In 34 years we have never seen two identical implementations. Every implementation has something unique and each implementation uses a different mix of software, tools, training and consultancy to meet its objectives.

There is no substitute for determining your unique requirements in detail and there is no other way to do this other than by speaking to all stakeholders and by involving all stakeholders in the decision-making process. As my ex-partner used to say, “it is just work!”

References:

Sample Project Plan

EDRMS options with RecFind 6

Rolling out a pain free, low cost records and document management solution

Why RF6Cloud is the lowest cost and easiest way to solve any Content Management need

by Frank 8. December 2017 06:01

Why is RF6Cloud such a big improvement on the old Enterprise Content Management, Records Management, Document Management paradigm?

The Old Model

As Knowledgeone Corporation, we have worked with the old model since 1986. Big upfront software costs, big annual software maintenance costs, expensive computer hardware and software, extensive and expensive consultancy and training programs, expensive IT support.  Yes, it worked but it was and is very expensive and it takes a very long time.

The New Model

As RF6Cloud, our new company and new paradigm, we set out to change and disrupt the industry. The same end result but a much faster, much less invasive and much less expensive process to get there.

What you don’t need with RF6Cloud

Because we host the solution ‘In the Cloud’ you don’t need expensive servers and software. Because we run and maintain everything, including taking your backups, you don’t need IT people. Because we provide a pre-configured solution and an easy way for you to upload all your data and standards you don’t need weeks or months of expensive consulting.

Because we have created a whole series of online training courses on our YouTube channel plus detailed online help you don’t need weeks of onsite training courses.

Free Support

You also won’t get any ‘do not reply’ emails from us either and you don’t need to spend hours on our website trying to find our how to contact us. Just click on Contact Us and ask your question. We respond to each and every contact. We welcome your input and questions. We look forward to hearing from you. Online support is free.

Management Console & Dashboard

We also provide you with a management console and dashboard so you are always in control of your app.

A single low-cost monthly subscription

A complete, secure, scalable and robust solution for just a few dollars per month per user. There is nothing else to pay.

“Much less than the average employee spends on coffee each month.”

A no-obligation free one-month trial

If you are still nervous, sign up for our one-month free trial. It’s the full solution and you get full service during the trial. Please put us to the test, we are happy to accept your challenge.

It’s your Data

If you decide not to proceed after the trial, we promise to delete all of your data and if required, even provide you with a backup before deleting your data. The same goes for any time in the future should you decide for any reason to cancel your subscription. We will provide you with a full backup of your data before deleting it. That is a guarantee.

Still have questions?

Please ask away Contact Us

 

 

Why are your staff still manually capturing and classifying electronic documents and emails?

by Frank 15. June 2017 06:00

For many years we have promoted the totally automatic paradigm for low cost, high productivity content management.

We haven’t just articulated this cost-effective approach, we have also invested in products to help our customers not just meet compliance targets but also become more efficient while doing so.

Specifically, we have invented and produced two products that totally automate the content management process for electronic documents and emails. These two products automate the capture, classification and work processes required for electronic documents and emails.

These two products sit on top of a super-fast, scalable and secure content management database with all the functionality required to manage your rich content. Find any eDoc in seconds, produce any report, audit every transaction.

These two products are GEM and RecCapture, innovations 10 years ago and leading the field today after being comprehensively updated and redeveloped over the years. The content management database is RecFind 6. All products in the RecFind 6 Product Suite are totally compatible with all the latest Microsoft software including Office 365, Windows 10, Windows Server 2016, MS SQL Server 2016 and SharePoint 2016.

Better still, these are low cost products available under a number of licensing options including installed onsite on your server, hosted, Perpetual License, Subscription License and Annual License.

If you would like further information, a demonstration, webinar, meeting, online presentation or quotation please contact us at your convenience at marketing@knowledgeonecorp.com

We look forward to being of service.

Knowledgeone Corp announces ’Really Useful’ Apps in the Cloud

by Frank 23. March 2017 06:00

After 34 years, it I finally time for us to be a disruptive force in the Information Management industry.

We have leveraged off our industry knowledge, experience, expertise and our core product RecFind 6 to create a number of what we call “Really Useful Apps in the Cloud.”

This is a new deployment model for us and it provides a very low cost way and very easy way to ‘roll out’ information management applications for small to medium customers and ‘cash-strapped’ small departments in large organizations. No computer room, no servers, no consultants, no trainers and no IT staff required. We manage everything, including backups; all the customer has to do is sign up and use the App.

This is the easiest and lowest cost way for any organization to profit from really useful, state-of-the-art core business applications.

 All of our new Apps are “Powered by RecFind 6” which since 2009 has proven itself to be one of the world’s best regarded information management solutions. It is fast, stable and scalable and ultimately configurable to solve almost any business process need. The initial Apps are:

 

Records Management

Manage all of your physical records including File Folders, Documents and Archive Boxes. A full complement of RM functionality including searching, reporting, classification, retention and tracking. Track records using fixed and portable barcode readers. Meet all compliance requirements.

Records & Document Management (eDocs) 

All the functionality of our Records Management App plus the functionality to capture, classify, index, OCR and manage all types of electronic documents including Word, Excel, PowerPoint, Emails, scanned documents, photos, images, drawings, plans, etc. Meet all your eDiscovery needs

Asset Tracking

Register, track and value all of your important assets. Utilize workflow and email alerts to ensure all tasks are completed. Use scheduled reports and saved searches to alert you to all pending actions. Track all of your assets with fixed and portable barcode readers. Easily produce reports for management.

Software License Tracking

Record and track all of the software used in your organization. Utilize workflow and email alerts to ensure all tasks are completed. Easily manage reviews, renewals and maintenance. Know exactly what software you have and what licenses you have. Easily produce reports for management.

Contract Tracking

Record, manage and track all of your contracts plus all actions including reviews and renewals. Capture all original electronic documents (including all new versions of a contract) and emails. Utilize workflow and email alerts to ensure all tasks are completed. Never lose track of a contract or contract renewal again.

Collection Tracking

The ideal solution for any collection both large and small. Perfect for museums and art galleries as well as private collections. Record, value and revalue any valuable item. Track items in and out of your collection using both fixed and portable barcode readers. Record the details of the ownership and provenance. Record and manage the details of all insurance including renewals. Add photos and videos to better record and display your collection.

Work Tracking

The ideal solution for any small business to record and track assigned work, especially when dealing with contractors. Ideal for property management or any project involving the management of work orders. Record and track each assigned work order with workflow and email alerts for due and overdue matters. Automatically notify key people when work is completed or overdue. Never lose track of work again. 

Accounts Payable Tracking

Capture invoices, purchase orders and delivery dockets. Register all of your suppliers and supplier contacts plus all the people responsible for approving invoices in your organization. Once an invoice is received, utilize workflow and email alerts to manage the approval process. Produce management reports for invoices received, paid and unpaid. Easily track the progress of any invoice throughout the approval process.

Membership Tracking

Suitable for all membership management applications. Record the details of each member, be automatically advised of all due renewals. Use the bulk email feature to email all or selected members with notices, updates, newsletters, etc. Produce management reports, search for and select members by criteria. Automatically email members when their membership is due for renewal. Have complete control of all membership matters.

HR Tracking

Capture and record the details and histories, including job offers, applications, resumes, previous job history, etc., of all your employees.  Automatically manage and record all employee reviews. Automatically advise managers when reviews are due and overdue. Use the bulk email feature to select all employees or groups of employees for news updates, policy updates, etc. Manage all leave applications. Ensure that you are meeting all industry compliance standards.

Pricing

All Apps are provided on a low cost monthly subscription model based on the number of user licenses selected by the customer.

Other Costs

The low monthly subscription cost is all the customer will pay unless it requires ancillary services like us uploading and formatting its data (as opposed to the customer’s staff entering it manually using our browser client). We do offer optional services because we know from our 34 years of experience that not all customers will be self-sufficient. Unlike many online applications, if a customer wants help, we will provide it.

Free Support and Training

Support is free via email or using the support form on our website. We will also provide demos and training courses free of charge, also on the website.

We have built a new website and a new fully automated provisioning and delivery model. This is an ‘Amazon-like’ model where we intend to provide all the Apps the big guys provide but at a much more cost-effective price and delivered instantly over the Internet. The quality will be at least equal and the support will be both free and, we believe, better.

Over time we will add more Apps to our portfolio and plan to respond to customer demand. That is, if there is enough demand for a particular App, we will build it and add it to the list.

Sanctity of the customer’s data

We will host in the USA, Canada, the UK, Australia and New Zealand to begin (other countries later). It is most important to host a customer’s data at a compliant data centre in the data’s country of origin. The customer’s data is protected, key fields are encrypted and the data always belongs to the customer; we claim no rights over customer data. When a customer leaves the service, or when requested, we will provide them with a SQL Server backup of their data. Importantly, we do not hold financial data of any kind including bank account and credit card details. All financial data is held separately by our banking partners.

This new service will be launched on July 1, 2017.

Month List