Archive for January, 2013

Project Management Software

Wednesday, January 30th, 2013

Steve Breault, President & Founder, Vircosoft

Currently a paperless working environment is top priority for most companies and enterprises. Having documents organized in a digital file brings efficiency in the office which translates to improved profits and motivated employees. However, you still go through hassles if you scanned your documents and stored them on different computers; your departments would find them hard to share and not to forget inconveniencing loss of data is someone unknowingly deleted a document. Open source document management software solves these problems by providing an easier way to store, retrieve and share documents in any organization irrespective of its size and number of departments. Below are some of the benefits you gain after acquiring such software.

Easy search options

Consider a law firm, a real estate firm or any other firm which has thousands of scanned documents on a server and needs to access a particular document in an emergency. With conventional search options, it would take a lot of time to find it which would in turn leave your employees exhausted and unmotivated. However, with document management software, it would only take minutes owing to its fast search options. Documents are stored in a certain criteria which makes easier to retrieve them when need be.

Manage sharing and distribution of files

You realize that in a conventional system, everyone has access to documents as long as they have the password to organizations server. However, it is possible to restrict access to certain groups of people if you installed special software which manages your document. It is also easier to share the documents between departments on request or through group permissions.

Security and recovery features

Digitally stored information is easier to recover compare to paper documents in the case of a fire or other disasters. The software allows you to make back ups on your documents which are updated automatically whenever you add or delete information. You also realize that it would be easier to secure digitally stored information from authorized access or theft in comparison to paper documents.

Save on money and time

The one major reason why document management software was developed was to increase efficiency in business environments. It helps you save time by reducing storage, sorting and retrieval tasks. Consequently you do not need to hire many employees which in effect, reduce the money you spend on salary. Overall reduction of human error helps you save money by avoiding redundancy and loss of data.

Compliance with quality standards

If you want to get certified by ISO and other standard evaluation organizations, you must prove your capabilities in offering state of the art services. A file management system portrays your organization as one which cares about data security and with good organization systems. Remember, these are the factors that most standard organizations consider before awarding compliance certificates to companies and business organizations.

Open source document management software is free and available for download on the internet. There are several of them although you need to select one with a user friendly interface. Consider reading product descriptions and reviews before acquiring one.

Should Your Business Documents Be Operating in the Cloud?

Tuesday, January 15th, 2013

Steve Breault, President & Founder, Vircosoft

In traditional model of an office structure, organizations generally allocate material, human and technology for taking care of the documents of the organization or the office. Most of these resources are tied down on tasks to deploy, configure, maintain and upgrade the documents of the organization, which usually does not provide much added value in the output. The idea of a paperless office has always been an attractive one and has drawn many business owners towards implementing it in their businesses. In the recent times, Cloud Computing has made many businessmen realize the idea of a paperless office. Cloud computing is a paradigm that provides computing services via the Internet.

Here are a few advantages and disadvantages of letting your business documents operate on the Cloud:
Advantages:

1. Little or no provisioning costs.
It is the most attractive advantage presented by cloud computing, and if not the most attractive at least the most obvious advantage of this technology. By leaving the responsibility of document viewing on the document viewing platform provided by the infrastructure provider, the client does not have to worry about buying computer equipment, training personnel for the setup and maintenance of the server.

2. Availability.
With the business documents being on the cloud, the supplier is obliged to ensure that the service is always available to the client. Hence this translates into the documents being always accessible to the client.

3. Access from any location.
Applications designed on the paradigm of cloud computing can be accessed from any computer equipment in the world that is connected to the Internet. Access is usually done through a web browser, which enables the application to be used not only from a desktop computer or a laptop but goes even beyond, allowing the user to use the application even from mobile devices such as smartphones.

As a result of the aforementioned advantages, the business owner can focus more on other aspects of business requirements that have a direct impact on the business processes rather than managing piles of files and cupboards full of old records.

Disadvantages:
1. Privacy.
One major drawback generated by this technology is of data insecurity. With your business documents being on the cloud, small loophole or a technical glitch can result in big disasters like the confidential information and trade secrets being revealed to competitors.
2. Availability.
While it is true that the availability is an advantage, it remains solely so till the time the service provider maintains the system properly. In the event of a system failure, all your documents go unavailable till the time system is restored.
3. Lack of control over resources.
By having all the infrastructure and even the documents on the servers located in the cloud, the client completely lacks control over resources and even on his own information once it is uploaded to the cloud.
4. Dependency.
In a solution based on cloud computing, the client becomes dependent not only on the service provider, but also on the internet connection because the user must be permanently connected to the internet to access that is in the cloud.
5. Integration.
It might not always be easy to upload and access all your documents on the cloud. One must do a thorough study of the feasibility of such a venture being undertaken before going for it.
It is anybody’s guess that if used with caution and care, business documents of cloud can actually make a paperless office an appealing business prospect. However, these pros and cons of doing so need to be kept in mind in order to be able to best utilize the service.