According to TechRepublic, “it’s become increasingly complicated for companies to ensure that their document management systems meet industry regulations. Here are four signs that your company might have issues.”

Document Management Systems are basically an electronic repository for all of your documents that used to be kept in paper form. There are many benefits to an electronic document management system; some include:

• The space required for storage of paper copies
• Decreased administrative burden to manually file documents
• Faster document retrieval and manual electronic searches
• The ability to more readily and easily protect documents
• The ability to restrict access or set role level permissions
• Improved data retention
• The ability to back up documents
• Access to documents from multiple locations simultaneously
• The ability to have an audit trail of documents accessed
• The ability to cross-reference documents and query data
• Document damage and loss reduction capabilities
• Greater ability to provide data security

Click here to learn more about gaps in document management processes.

Our friends at accountingweb.com are the go-to in their field when it comes to formulating and holding onto the most effective document management strategies.

“Paperless document strategies are more of a culture than a strategy; you can put all of the technology in place, but if you still “have to have” paper, you may not wind up as paperless as you planned. So, what does it take to really do digital documents right?

If you are looking at a transaction without the supporting documentation or “paperwork,” how can you tell what’s going on? If you simply store documents in a file folder structure, even with smart naming conventions, you may not be as paperless as you think.

If you have different document storage systems, including file cabinets, a Document Management System (DMS), a portal, some off-site storage, and a backup in the cloud, you may not be as paperless as you think. If you recall the classic Bugs Bunny cartoons, I’m reminded of Bugs’ phrase, while munching a carrot: “Ehh, what’s up, Doc?”

What Needs Are You Trying to Satisfy?

“SAP isn’t the only ERP vendor that wants to move on-prem customers to its cloud-based option. Its top rival, Oracle, appears to have similar aims. The company has made public commitments to continue supporting its JD Edwards customers for years to come, so there is no immediate reason to panic. But considering the investments that customers make in their ERP environments, JD Edwards customers should pay close attention to what comes next.

When Oracle bought PeopleSoft in 2004 for $10.3 billion, it also acquired the JD Edwards portfolio. That includes the World line, which only runs on IBM i, and the EnterpriseOne line, which runs on IBM i and other operating systems, including Windows, Unix, and Linux.

In April 2020, Oracle published a series of roadmap documents that provided guidance for World and EnterpriseOne customers. The software giant spelled out its support commitments for both JD Edwards products in this document.”

Alex Woodie, author at itjungle gives an in-depth look into the JD Edwards roadmap and what these documents show for the work in continuous innovation delivery processes. Click through to read more!

If you are looking to purchase a document management system, this guide includes all the key points you should consider.

• • Document management software helps organize your digital records and allow teams to make edits on the fly.
  • User permissions allow certain users to view or edit documents based on their role in your organization.

• Document management software comes in on-premises and cloud-based systems; you can choose whichever implementation works for your business.

Adam Uzialko at businessnewsdaily.com has put together a comprehensive guide on what to keep in mind when selecting the right document management for you. If you are interested in the pros and cons of cloud-based document systems, this article details the pros and cons of this system and compares them to on premises document management.

Click here to read the article by businessnewsdaily.com and make sure to check out our Industry News tab to learn more about document management systems.

“Establishing a records storage system requires a thorough review of your current company practices and a workable plan. Whether you are setting up a paperless, electronic system or creating a system using paper records, you use the same process. This involves applying logical organizing principles. Proper divisions, or categories, are the key to an efficient, effective system.”

Creating a records storage system can be a daunting task. Roy Sylvan over at Chron is a Product Plan and Small Business author who sets up a sure fire system on setting up a records storage system in the most effective way possible for your business, no matter the size. Read more to see the vital four steps necessary to take while setting up a records management system.

“There are five key factors that play a critical role in how successfully your firm handles document archiving. Each one of these five factors is paramount to your long-term success, efficiency and effectiveness.”

Writers at Accounting Today have compiled the top five factors for successful document storage and we just had to share with our ScanSearch community. Effective document storage is important to you and your business and that makes it important to us. We enjoy bringing you the latest news when it comes to managing your files safely. Click here to read the entire article by Accounting Today and see how you can keep up on best practices for your organization.

“As cloud storage options continue to evolve, organizations are finding more options for cutting the cost of keeping data”

Bill Kleyman at DataCenter Knowledge has broken down the key differences when it comes to AWS, Google and Microsoft and seeing how they stack up against each other. In this blog post we will go over some high level take aways from their article as well as dive deeper into how ScanSearch can help your business when it comes to cloud storage solutions.

“As the volume of data companies generate and need to keep balloons, the top cloud providers have come up with a type of cloud service that may replace at least some portion of the market for traditional backup products and services. Cold storage delivered as a cloud service is changing the way organizations store and deliver vast amounts of information. The big question is whether cold storage can provide for better backup economics.

Amazon Web Services, Google Cloud Platform, and since April also Microsoft Azure now offer cloud cold storage services. Each has a different approach, so how do they stack up against each other?

Addressing the Data Deluge

Virtually all analysts are predicting that the cloud services market will continue growing and growing quickly. Gartner said recently that cloud will constitute the bulk of new IT spend this year. This will be a defining year for the space, as private cloud begins to give way to hybrid cloud, and nearly half of large enterprises will have hybrid cloud deployments by the end of 2017.

So how much data are we creating. Cisco estimates that global data center traffic is firmly in the zettabyte era and will go from 3.4ZB in 2014 to 10.4ZB in 2019. A rapidly growing segment of data center traffic is cloud traffic, which in 2019 will account for 8.6ZB of that projected 10.4ZB.

With Google and Amazon already in the cold storage market, Microsoft decided to join the game as well. In April, Microsoft announced the general availability of Cool Blob Storage – low cost storage for cool object data.”

Want to read more and see what this data deluge could be used for? Head over to datacenterknowledge.com to read more.

Learn about the benefits of digitizing your documents and how to do it.

As your business progresses from a startup to an established business, the volume of paper documents grows exponentially, and that stockpiled paperwork wastes space and is difficult to manage. One solution is to digitize everything; you can use digital conversion techniques to convert all of your business’s paper documents to electronic versions that are stored either on your own server or in the cloud. This allows you to manage documents more efficiently, without losing critical documents, thereby avoiding damage to your business’s credibility.

What is document scanning?

Document scanning, also called document imaging, is the process of capturing digital images of paper documents. The images of the physical documents are then transformed into a digital format using OCR conversion software. OCR, or optical character recognition, scans document images and turns them into text documents. This intelligent conversion allows documents to be searched with relevant keywords.

When it comes to benefits that come with using a document management system, the list could be endless. Lucky for us, Mamoun Chaouni at business2community.com has laid out the top 7 most meaningful examples of advantages provided by DMS usage.

Gone are the days of spending countless hours finding that one document. Save time and energy by really taking control of your document workflow within your organization or agency today.

“Aside from helping keep trees upright to protect the environment from health and economic hazards such as pollution, landslides and flooding, employing a cloud-based document management software solution comes with a host of advantages.

1. Document/file repository

Cloud-based document management systems serve as a central repository for all your important documents that can subsequently be accessed, viewed, changed and shared with colleagues. No more wasting hours upon hours of precious time frantically looking through stacks of folders to find a single document.

2. Document/content security

When documents are not managed, the possibility of important information being exposed to the wrong people is considerable. Vital, sensitive information falling into the wrong hands can bring irreversible damage to a business. Document management software solutions let you safeguard confidential business information through rigorous security policies and role-based access control (RBAC) where authorized users alone are allowed to view certain files or documents.

In the case of disasters like fire or flooding, cloud-based DMS ensures your business-critical data are kept intact, not wiped out from the face of the earth.

3. Anytime, anywhere access

As is the case with cloud-based software solutions, web-based DMS affords users the ability to access files and documents anywhere, anytime, regardless of device used, which is particularly handy when collaborating on projects with team members who are on the go or located remotely.”

To read more of the list, join our friends over at business2community for the in-depth article. 

An electronic document management system (EDMS) is a software system for organizing and storing different kinds of documents. This type of system is a more particular kind of document management system, a more general type of storage system that helps users to organize and store paper or digital documents. EDMS refers more specifically to a software system that handles digital documents, rather than paper documents, although in some instances, these systems may also handle digital scanned versions of original paper documents.

Techopedia gives a detailed description on what exactly electronic document management is and what it means to store large volumes of digital documents. Click here to read the full report!