Rincon India Solutions Pvt. Ltd.

Category: Blog

  • Reblog: Document Management Systems: A Buyer’s Guide

    If you are in the market for a document management system in 2017, one of the first questions you have to answer is whether you want to house the system inside your business, or have it hosted in the cloud. While both options provide a framework for storing and organizing your electronic documents, each has its own advantages and disadvantages.

    Our guide will help you understand the differences between self-hosted and cloud-hosted document management systems, as well as the features they include and the benefits they offer. In addition, our guide offers tips on what to look for when choosing a document management system.

    What Is a Document Management System?

    • Document management systems are electronic filing cabinets that provide a framework for organizing all digital and paper documents.
    • These systems work in tandem with scanners, which convert paper documents into digital versions.
    • Through sophisticated search engines, document management systems allow for quick access to any document or file.

    The functions you can use these systems for include:

    • Storing various document types, including word-processing files, emails, PDFs and spreadsheets
    • Searching an entire library of files by individual keyword
    • Restricting access to certain documents
    • Monitoring who is viewing documents and when
    • Tracking edits being made to documents
    • Retrieving previous versions of edited documents
    • Controlling and regulating when out-of-date documents can be deleted
    • Accessing, editing and sharing documents via mobile devices

    What the experts say: Jeff Pickard, CEO of Lucion Technologies, a provider of document management solutions, said these systems help businesses organize all of their paper and digital files in one central location, where everyone in the office has access.

    “It’s a challenge for companies to keep up with all the paperwork and electronic files that come into a home office or business every day,” Pickard told Business News Daily. “It generally starts slowly — an email here, a receipt there, incoming invoices and customer correspondence. And before you know it, you’ve got a mountain of paper and no way to find the documents you need.”

    Now that you know what a document management system is, you have to decide which type — a self-hosted or cloud-based solution — best fits your needs. Both systems offer the same features, however they do have several key differences.

    Self-Hosted Document Management System

    • All of the software is stored inside your business on your company’s own servers.
    • Self-hosted systems allow you to store as many documents and files as your server allows.
    • The software comes with a one-time cost that’s based, in part, on the number of users. Self-hosted systems typically cost at least several thousand dollars. Some systems charge an initial fee for the software, as well as license fees for each user. In addition, some charge an installation fee.
    • With self-hosted systems, there is also an optional yearly charge for ongoing support and software upgrades.

    Pros: The biggest benefit of a self-hosted document management system is that you are always in control of your system and not relying on anyone else to keep it up and running. You’re not dependent on the Internet, either. If you your online connection goes down, you still have access to all of your documents.

    Cons: The downside comes in the large up-front costs, as well as the extra yearly expense of having to pay for software updates. In addition, it’s also up to you to make sure you have a proper backup system in place, since your files aren’t being automatically saved in the cloud. Another possible negative is that not all self-hosted systems work with both Windows and Mac computers. Many are compatible with only one or the other.

    Cloud-Hosted Document Management System

    • All of the software is hosted by your provider and accessed online.
    • You can log into these systems from any computer or mobile device connected to the Internet.
    • You pay a monthly fee for each user. Costs can range from a few dollars to close to $100 per user, depending on the provider, the number of features you choose and amount of storage you want.
    • The system’s provider, for no additional cost, handles all of the software upgrades and maintenance.

    Pros: The biggest benefits are that you don’t need an IT team to install the software and keep it running properly, and that there aren’t any large up-front costs. You also can tap into these systems from anywhere that has online access, and you never have to worry about backing up your files since they are automatically saved in the cloud.

    Cons: The downside is that you are at the mercy of your provider to keep the system up and running. If your provider has a problem with its data center, it could prevent you from accessing your files until the situation is resolved. In addition, if your Internet connection fails, you won’t be able to get to your files. Cloud solutions also have a storage limit.

    Document Management System FAQs

    Still unsure about exactly what a document management system does? No problem. Here are some questions and answers that may provide some more clarity.

    Q. Are document management systems valuable only to large organizations, or can small businesses benefit from these too?

    A. Although they may not have the extensive number of files that larger organizations do, small businesses can still benefit from using document management systems, according to Jesse Wood, CEO of eFileCabinet.

    “A document management system is a great way for businesses to become more effective in their respective industries, regardless of the size of the company or how many clients it has,” Wood said.

    Q. I often see references to document management systems, document management software and document management solutions. What are the differences?

    A. Despite the different names, they all accomplish the same tasks. Mary Williams, marketing communications director for DocuWare, said the differences are a matter of semantics.

    “Our industry does a good job confusing the general public, because there are many terms out there that are interchangeable,” Williams said.

    Q. What’s the difference between cloud storage and cloud-based document management systems?

    A. While cloud storage serves simply as a place for to house documents in the cloud, cloud-based document management systems are a much more robust solution to help businesses manage their important documents, Wood said.

    “As a mere storage repository, cloud storage lacks the collaboration, security and diverse automation features of a document management system, namely in the form of audit trails, user permissions, templating, versioning and bank-grade encrypted file sharing,” Wood said.

    Q. How do you get documents stored in the system?

    A. There are several ways to add files, including by uploading them from your computer and by scanning paper documents directly into the system.

    Pickard said scanning capabilities are a huge part of a system.

    “Now, scanning takes just seconds, and if you get the right technology package, you can automatically create editable, keyword-searchable files in a universal format, like PDF, while you scan,” Pickard said. “A good scanning solution even makes bulk scanning easy, recognizing where separate documents begin and end in a stack and sending them to the right folder, like a virtual file clerk.”

    Q. How do you find documents in the system after they’re filed away?

    A. These systems offer a number of ways to quickly locate documents, including by searching the file’s title, the name of the author and when it was added into the system. In addition, many of these solutions allow you to search for content within each file.

    “If you find a solution with integrated search features, you can simply conduct a keyword search to pull up documents in seconds [and receive] a preview to make sure you’ve got the right file before opening it,” Pickard said.

    Q. Do document management systems work with other programs I am already using?

    A. While most systems feature integrations for Microsoft Office, Salesforce, DocuSign, QuickBooks and a number of other popular programs, some also include an application programming interface (API) that allows for customized integrations.

    “A document management technology with an open API extends this adaptability to organizations wishing to further tailor the document management system to their specific initiatives,” Wood said.

    Q. Besides keeping you more organized, can document management systems help you get work done in other ways?

    A. Yes, and one way is with work-flow tools, which help businesses keep assignments and projects on track. These tools, which are included in some systems, notify employees when it’s their time to work on certain assignments and help ensure that tasks never get lost in an employee’s in-box, said Errick Anthony, project manager for LSSP Corporation, a document management system provider.

    “Work flow means the ability to let a person or group of people know that action needs to be performed on a file to complete the process,” Anthony said. “Work-flow management also contains the ability for the tracking and managing of those files by a manager.”

    Q. With document management systems, do all users have access to every file?

    A. Most document management systems have security restrictions that can control which employees have access to which files. This ensures that employees are seeing only the documents they should.

    “Security has such a vital role in the document management system,” Anthony said.

    Q. What happens if a disaster strikes my business? Are the files and documents stored in the system lost for good?

    A. A big benefit of the cloud-based solutions is that your data is safely being stored off-site.

    “Document management systems enable an instant business-contingency plan, as your backups are stored off premise in the rare case of damage or destruction to your location,” Anthony said.

    Document Management System User Benefits

    Businesses we spoke with reported a number of advantages to using these systems. Here are some of the largest plusses they pointed to:

    Easy access: John Bustrum, CEO and founder of My403bCoach.com, said having such software in place means he’s no longer forced to stockpile loads of files on his desk. Instead, when clients call, he can instantly find the documents he needs on his computer.

    Easy to search: Being able to easily search through her company’s documents is a huge benefit, said Karen Walker, founder of One Team Consulting. She said the ability to quickly search for and retrieve presentations and notes is invaluable.

    Better collaboration: Getting rid of hard copies of documents makes it easy for employees to work with each other, said Gary Tuch, founder of the Professor Egghead Science Academy. When multiple employees are working off of one document and editing is constantly happening, document management systems ensure workers always have the most up-to-date copy, he said. Employees waste no time on printing revisions or double-checking to make sure they have the current version, Tuch added.

    Added security: Increased security is a huge advantage of using document management solutions, said Andrew Southard, general manager of the Indiana-based Data Management Shredding, Inc. The technology has given his company the option to track who is viewing and editing each document, and designate which employees have access to which files, he said.

    Saves space: Exchanging paper documents for digital versions can save a tremendous amount of physical space, said Randy Jourgensen, owner of Digital Office Solutions. Since transforming his office to a paperless environment more than 15 years ago, Jourgensen has been able to convert space that was formerly used only for file storage into space that can generate revenue, he said.

    Disaster recovery: Businesses that have all of their documents stored in physical filing cabinets face the risk that these papers might be destroyed, or that the business may lose access to them should a disaster occur, said Alan Baker, president and chief consultant at Spitfire Innovations. If a water pipe bursts or there is a fire, business owners can still operate with little impact, since their critical documents are stored online and spared from any destruction.

    What to Look For In a Document Management System

    We asked our experts to highlight what they think are some of the most important features and functionalities that small businesses should look for when choosing a document management solution.

    File structure: The system should offer an easy-to-use file structure that makes sense to users, such as a cabinet-drawer-folder approach.

    Searching: You want a wide range of options for quickly finding files. You should be able to search not only by the file’s name, but also by the content inside the file.

    Ease of use: The system should be simple for employees to use. If it is too difficult, you won’t get complete buy-in from the staff, which will make the system less effective.

    Mobile access: You want a document management system that is accessible via smartphones and tablets.

    Integration: The system should easily integrate with the programs you’re already using, such as your email client and customer relationship management software.

    Scanning: The solution should be compatible with a wide variety of scanners.

    Security: The system should allow you to restrict who can see specific folders and files. You should be able to set access permissions by employee.

    The original article can be found here.

    If you are considering implementing a document management system for your business, but you are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on [email protected] and we will be glad to assist you.

  • Reblog: The Top 7 Benefits of Document Management Systems

    Documents, whether electronic or paper, are an essential component of just about any enterprise. Managing business information, sometimes from several sources, can be a challenging task. Depending on the nature of your company, a document management (DM) solution that captures, stores, and retrieves both paper and electronic documents can provide many key benefits to your organization.

    In this post, I’ll discuss the top 7 benefits of document management systems, including:

    Reduced Storage Space
    Enhanced Security
    Improved Regulatory Compliance
    Easier Retrieval
    Better Collaboration
    Better Backup and Disaster Recovery
    And the “Intangibles”
    Read on to learn more!

    1. Reduced Storage Space

    Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution (DMS) that can reduce the need for file cabinets, boxes and storage bins is a valuable asset to any enterprise, freeing up precious office space. Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault.

    2. Enhanced Security

    Document security is vital to many enterprises. DMS provides better control over sensitive documents. Access to documents can be controlled at the folder level for different groups or individuals. Also, a DMS leaves an audit trail of who has viewed a document, when it was accessed, and how it may have been modified. Managed documents are highly traceable and can be tagged to allow for automated alerts.

    3. Improved Regulatory Compliance

    Compliance requirements for certain documents can be quite complex. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability. Federal and state regulatory regulations such as Sarbanes Oxley and HIPAA mandate strict security and privacy guidelines. DMS reduces the risk of non-compliance. Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.

    4. Easier Retrieval

    Searching for and retrieving documents can be very time consuming – and we all know time is money. In fact, PWC published these statistics illustrating the costs related to the average time spent managing paper documents:

    1. Organizations spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
    2. 7.5% of all documents get lost; 3% of the remainder get misfiled.
    3. Professionals spend 5 to 15% of their time reading information, and up to 50% of their time looking for it.

    A document management solution, specific for your enterprise, can be a powerful, time-saving tool. Depending on the solution implemented, a DMS can retrieve files by a word or phrase in a document – full text search, or DMS can apply index categories to a document or folder. Easier integration with business applications facilitates access to critical information. DMS also gives the opportunity to access documents remotely. As long as there is internet connection, documents can be accessed from virtually anywhere.

    5. Better Collaboration

    With DMS, information sharing and collaboration can be a lot easier. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents over a network via email or the Internet possible. DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored. DMS also offers Version Control which allows for older versions of the same document to be recovered if needed. This feature is important if several parties work on the same document and there are changes made to a document that were not authorized or meant to happen.

    6. Better Backup and Disaster Recovery

    Any document management solution should include a data backup and disaster recovery plan. With digital archiving as a backup, paper documents are protected from fire and flood and other disasters. With a DMS, documents are highly traceable and can be tracked within a range of criteria.

    Also, because imaged documents are centrally stored they cannot be lost or misplaced after viewing. Documents are less likely to be misfiled, and if so they are easier to locate with cross-indexing. Documents can be digitized and archived at their point of entry into the system.

    7. The Intangibles

    Just a few of the intangible benefits of a document management system include:

    1.Flexibility
    2.Competitiveness
    3.Improved client relations
    4.Peace of mind

    Time is valuable, and time saved is a definite benefit of DMS that often translates directly into increased productivity. Faster and more efficient document retrieval can boost staff morale and increase client satisfaction. Also, document management solutions are scalable to meet the changing needs of any enterprise.

    Proper document management systems can bring many benefits to you and your office. Take initiative and schedule a demo today to see how a tailored document management solution can help you by improving business processes and increasing efficiency.

    The original article can be found here.

    If you are considering implementing a document management system for your business, but you are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on [email protected] and we will be glad to assist you.

  • Benefits of Nurse Call Systems for the Healthcare Industry

    Nurse call systems are an increasingly prevalent piece of apparatus within care homes and nursing facilities and when you take a look at the benefits of this type of medical equipment, it quickly becomes apparent just how instrumental they are when it comes to improving patient safety and streamlining nurse’s workload and making them more efficient in general.

    But what are the main benefits of installing nurse call systems within healthcare facilities and why are they become such an essential tool for nurses and healthcare professionals?

    A Brief Overview of Nurse Call Systems

    In a nutshell, nurse call systems are a form of early warning system which allows an alarm to be raised when a patient of a hospital or resident of a care home requires medical assistance from a member of the nursing staff. It allows nurses to react in a much more timely fashion and gives them a much better overview of the facility as the vast majority of today’s wireless nurse call systems are multi-zonal and allow nurses to oversee their patient’s requirements much more efficiently. The main facilities in which this type of technology is typically deployed is that of:

    • Residential care homes
    • Hospitals
    • Hospices
    • Medical clinics

    All of the above healthcare facilities are likely to have some form of nurse call system installed on their premises as they are becoming ever more essential to help guarantee patient safety and also to provide peace of mind to the relatives of loved ones within the hospital or care home. Three of the biggest advantages that emerge through the use of nurse call systems include:

    1. Cost – Nurse call systems are a highly cost-effective solution for monitoring the wellbeing of patient’s and ensures that their requirements are met as fast as possible to help avoid any unnecessary suffering or discomfort. This type of technology allows nurses to monitor different zones within a hospital environment and this can help reduce costs in terms of staffing.
    2. Speed – When it comes to looking after patients or residents in hospitals and care homes, there is nothing more important than responding to emergency rapidly and nurse call systems are a piece of technology which admirably facilitate this.
    3. Versatility – This form of technology is highly versatile and can be adaptable to most situations within a hospital or care home facility. Nurse call systems will act as the sort of early warning system that is necessary to improve patient safety records and ensure that patients are treated as quickly as possible.

    The original article can be found here.

    To learn more about Nurse Call Systems for usage in the healthcare vertical, contact us on [email protected]

  • Reblog: What is Fax over IP?

    Everything is going IP these days. The same is true for businesses across the world.

    From voice to video surveillance systems businesses across the world are migrating their legacy analog systems to those that are IP based. Of course the time tested method for sending and receiving important business documents – fax – is also undergoing this migration

    For years you’ve been able to send and receive faxes over an IP network. But until recently successful faxing over an IP network has escaped many a person.

    What’s changed?

    A lot. However, before we get into that, let’s first take a closer look at Fax over IP.

    What is Fax over IP?

    Fax over IP (also known as FoIP) refers to the method and technology of sending fax documents over an IP network (local or wide area). This is different from the way faxes have traditionally been handled.

    For years the sending and receiving of fax documents has been handled over the PSTN or Publicly Switched Telephone Network. With Fax over IP fax documents by-pass the PSTN completely.

    This is similar to how VoIP (Voice over IP) works, but requires additional network bandwidth due to the increased size of fax documents.

    How does Fax over IP work?

    The concept behind how Fax over IP works is very straight forward (especially if you’re already familiar with how VoIP works).

    With Fax over IP your fax document is first packetized, then encapsulated in a transport protocol and sent from “Point A” to “Point B”. Point A and Point B are typically fax machines which interface with a Fax over IP gateway or some sort of IP adapter.

    These devices allow fax machines to interface with an IP network as well as conduct the digitizing and encapsulating of the fax document.

    Benefits of Fax over IP

    In reading about Fax over IP you might be thinking that Fax over IP simply mimics traditional faxing capabilities.

    While Fax over IP does closely mimic the general set-up and use of traditional faxing it does come with several unique benefits:

    • Unified network connectivity – Fax over IP leverages your existing LAN and WAN IP networks so you don’t have to manage or pay for a separate analog network.
    • Advanced management – Bringing fax documents into IP realm allows for fax documents to be easily archived, sorted and emailed.
    • Lower cost – With one less network to pay for and manage there is a definitive cost saving in using Fax over IP. Fax over IP also tends to be more cost effective on a per-minute rate versus faxing over the PSTN.
    • Remote usage – There are many locations throughout the world in which a fax line cannot be provisioned. In areas such as these individuals typically rely on satellite connections, like satellite Internet, which allows faxing over IP.

    What about Fax over IP being hit or miss?

    Ah yes! Let’s get back to this.

    Due to the nature of IP technology there have traditionally been many hurdles to successfully implementing Fax over IP.

    Like voice, Fax over IP is subject to issues such as latency, packet loss and jitter. With voice calls you can typically deal with these issues as they don’t substantially impact the result of the call.

    But when it comes to faxing anything less than perfect document transmission is unacceptable.

    So what has changed to make Fax over IP 100% reliable?

    Well, much.

    Advances in technology and new offerings from Fax over IP gateway manufacturers have finally made 100% reliable Fax over IP a reality.

    The original article can be found here.

    If you are considering implementing a fax management solution for your organisation, but are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on [email protected] and we will be glad to assist you.

  • Reblog: 13 Reasons Why Document Management Systems Fail

    Whether solving a paper problem, implementing an automated work flow, or simply improving the way electronic files are handled, the right document management system can provide a wide range of benefits for businesses large and small. Buying software alone is not the solution. Getting the implementation right is key.

    The KPMG Forensics Advisory has found that document management system implementations can fail when success factors outside of technology and project-management implementation methodologies are overlooked.

  • Nurse Call Systems – Wired or Wireless?

    Healthcare units are always facing the vexed question – Should they go in for a wired or wireless nurse call system? Which is better and why?

    If you ask a manufacturer, he will no doubt offer a somewhat biased opinion towards the product he is selling.

    Each system has its advantages and disadvantages depending on the situation.

    We will try and give you the pros & cons of both types of system enabling you to make an informed decision.

    If you are installing into a new facility, go for wired. If you need to install into an existing, operating premises then go for wireless. Having stated that, let us delve a bit deeper.

    The wired system calls for the hassle and the upheaval required to install cables. If you can withstand that, then wired is probably the best option. You could opt for hiding the cables in the walls and flooring or use a trunking system. Hiding the cables is a neater option, but this call for chasing the walls, holes for the boxes etc. Also if you have to lay the cables through the floor, God forbid, it can be a huge mess. The cables have to run through the corridors through the false ceiling,

    What happens if you have to refurbish the room at a later date or move the bed? Also while the laying of cables is being carried out, it renders the room useless. Wireless systems score heavily here against wired systems.

    Most wireless systems can be installed and commissioned in as little as a single day. Once the system is designed and installed properly, there is no need for boosting radio signal strength.

    If you were to opt for trunking over wires, you will obviate the need for chasing walls. However, the other problems continue as before. Trunking stands out like a sore thumb and makes it unappetising visually.

    To learn more about Nurse Call Systems for usage in the healthcare vertical, contact us on [email protected]

  • Sales Order Processing Simplified

    The sales order (SO) is an entry point into the organisation’s system and involves different people / departments. Any business can benefit from the elimination of the current paper driven Order Fulfilment processes by replacing them with electronic Order Fulfilment and subsequent electronic storage.

    Benefits:

    • Incoming orders, invoices and legal documents are made available instantly and by mouse click
    • E-mail, the scanned order forms can be accessed instantly with the press of a button
    • Less filing, increased job satisfaction and lowered stress levels — this means less turnover and overall reduction of personnel costs for recruiting and training
    • Reduced paper handling (from capturing, retrieving to storing) allow employees to focus on core job responsibilities
    • Cost effective software solution to help them automate their workflow process
    • Business has grown without adding staff and that is the ultimate objective of every organization.

    If you are considering the implementation of a document management system for your business, but you are still on the fence when it comes to selecting the right solution, please e-mail us on [email protected] and we will be glad to assist you.

  • Wither fax?

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    Fax is the most commonly forgotten, but most reliable and secure method of document delivery. One of the biggest mistakes a company can make when it comes to securing sensitive data is not utilising the method of faxing for securing sensitive data in their document delivery mechanism.

    Fax is still a much more secure delivery method than both email and cloud storage. This is critical not only for industries such as finance, but also for health care, logistics, education, government and more. Viruses cannot infect your network from a fax, because they cannot be embedded anywhere. Besides your network cannot be hacked into using the fax protocol. [/wc_column]

     

    The advent of technology has helped companies move over from conventional fax machines to centralised fax servers. A fax server is part of the network yet uses the secure T.30 faxing protocol or the T.38 Fax over IP protocol. The fax server integrates with your mail server as well as your Line of Business applications to offer a seamless experience to users.

    If you are considering implementing a fax management solution for your organisation, but are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on [email protected] and we will be glad to assist you.

  • Document Management for Accounts

    Accounts Payable (AP) is a basic function of every company. No matter what your business is, you likely have invoices to pay, processes to adhere to and document to maintain. For any organisation missing early payment discounts, late fees, lost invoices, dozens of calls, emails and faxes, and other inefficiencies can substantially and unnecessarily drive up your operating costs.

    With an effective Document Management solution, you can ensure processes are being adhered to and are fully auditable.

    Benefits:

    • Central repository for all Accounts related documentation
    • Save time and space filing and retrieving documents
    • Create segregated and secured Accounts, Import, Export documents
    • Develop best practices for your departmental record management
    • Rapid Deployment equals rapid ROI
    • You can be up and running today
    • Guaranteed user adoption with the user friendly, flexible interface
    • Let Accounts staff focus on core activities and less on paperwork
    • Know the status and location of Accounting records in your system
    • Enable staff to view required documents simultaneously
    • Eliminate rows of filing cabinets and the costs associated with file storage
    • Never lose or misplace a file again!

    If you are considering implementing a document management system for your business, but you are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on [email protected] and we will be glad to assist you.

  • Purchase Order Processing

    Any business can benefit from the elimination of the current paper driven Purchase Fulfilment processes by replacing them with electronic Purchase Fulfilment and subsequent electronic storage.

    Benefits:

    • Conversion of paper documentation into electronic form
    • Electronic documents, E-mails, PDF files can be put directly into a purchase workflow
    • These are reviewed, edited, approved and processed efficiently at every stage of the process
    • Reduces costs, increases control and maximises efficiencies
    • Search Purchase Requests and supporting documents based on Index Data and content.

    If you are considering the implementation of a document management system for your business, but you are still on the fence when it comes to selecting the right solution, please e-mail us on [email protected] and we will be glad to assist you.