For many small to medium-sized businesses (SMBs) document processing can be a task greeted with as much enthusiasm as a migraine headache. On the surface, it should be viewed as the simple process of producing, routing, tracking, editing and storing documents associated with the daily conduct of their businesses. In reality, however, it is often an arcane, tedious exercise in keeping track of the status of documents, forms, requisitions, and other important documents in their movement through the review and approval process. (more…)
About the only fun thing about paper is it has been around long enough to have some “fun facts.” You will be surprised by our fun facts and what paper is doing to your business operations. Be forewarned – it isn’t pretty. (more…)
On a recent vacation, I made the time to dig into a book by Karen Kingston entitled, “Clear Your Clutter with Feng Shui.” I selected this book, after having witnessed a neighbor’s house almost destroyed by a gas pipe that had been struck. Thankfully, the family members were all safe. The house of course, could be rebuilt. I still felt sadness, though, for the possible loss of photos, letters, documents, children’s drawings on the refrigerator and other priceless and irreplaceable mementos that could have been lost. (more…)
Let’s be real, change can be difficult. Some people seem to be wired to like variety, novelty or change from the routine. Others seem to prefer the status quo, the predictable and the familiar. Some of the top obstacles given as challenges to overcome when implementing technological change have to do with people: Lack of user acceptance, resistance to change and generational learning concerns. (more…)
A recent New York Times article, “As Paperwork Goes Missing, Private Student Loan Debt May be Wiped Away”, reported on National Collegiate, one of the largest owners of private debt, which lost potentially $5 billion in student loans due to missing paperwork. While the students may be relieved, the lenders are certainly distressed because document scanning and indexing could have prevented their losses. The article noted that tens of thousands of people who took out private loans to pay for college — but have overdue payments — may get their debts wiped out. Judges around the country have dismissed dozens of delinquent borrower lawsuits because the loan holders can’t produce the paperwork to prove the person owns the debt. Recent cases in New Hampshire, Ohio and Texas have tossed out lawsuits by National Collegiate, ruling that it could not prove that the person named in the lawsuit owned the debt on which it was trying to collect. (more…)
Alan Smith, Director, Facilities Management Solutions
I love a well-kept yard and work very hard at hiring the right company to get my yard to look great. Admittedly, I don’t have the time or expertise to spend on my yard to keep it well-trimmed with beautiful beds, so I hire a service to do the job – better than I ever could. If I lived in a climate that got snow, I’d probably hire a plowing service to “shovel me out” – not because I can’t shovel or buy my own plow, but because someone else has the machinery to do it faster and better. (more…)
I’m excited to be joined by Peter Wallqvist, Vice President of Strategy at iManage, for the second of a two-part blog series on legal document management solutions. Konica Minolta and All Covered — the IT Services Division of Konica Minolta — have a strategic partnership with iManage, which provides cutting-edge legal document management solutions. iManage recently acquired RAVN Systems, a UK-based company that developed an artificial intelligence (AI) platform that can organize, discover and summarize relevant information from large volumes of documents and unstructured data. (more…)
Has “The Art of Listening” become a thing of the past?
In today’s workplace, there are a tremendous amount of technological distractions. That’s evident by how much attention we get from our peers, friends or family members while engaged in a one-to-one conversation or meeting. There’s competition to be heard above the iPad, smartphone, social media sites, etc.
I grew up in a rather large family on both my maternal and paternal sides. Around the holidays, while there were many fun times and great memories, it was hard to get a word in edgewise. Thus, by default, I developed the art of listening and strategically knew the best time to ease into a conversation. Even at a young age, I studied body language, expressions and became more of an observer, which helped me to be more perceptive and to understand the uniqueness of each relative’s behavior.
When I came to Konica Minolta more than six years ago, our proprietary software, Dispatcher Phoenix, was being developed to include a legal solution. This is when my good listening skills kicked in, because I had to talk to our legal customers and listen carefully to their challenges to ascertain which features would be important to them. Some of these features included advanced document workflow solutions to automate document processing tasks, redaction, advanced OCR, and connectors to document management system, just to name a few.
The world is changing and so is the way we all work. Businesses today are challenged to find new ways to streamline processes and enhance experiences for both staff and customers. Competitive pressures mean businesses must become more efficient, agile and responsive and, at the same time, ensure compliance with standards for governance and security.
As Charles Darwin said, “It is not the strongest of the species nor the most intelligent that survives. It is the one that is the most adaptable to change.” This quote can be transferred to companies as well, which means that companies are successful if they adapt to their constantly changing circumstances: New customer requirements (both internal and external), changing market situations or new regulatory standards which might have an impact on the company and its organization.
Gartner defines digital transformation as “the dynamic orchestration of human, machine and information resource interaction to deliver optimal business outcomes in a strategic and prioritized manner.” True transformation is about doing things differently, NOT about doing different things. Organizations that pursue this avenue tend to be organizations that are constantly looking at their business and looking at ways to stay ahead of the competition. They think outside of the box to disrupt the rules of the game. (more…)
There’s no doubt about it. Every company, no matter what size or type, has massive amounts of data and sensitive information that must be kept secure and accessible only to those who need it. There are solutions and best practices you can have in place that will ensure all of your information remains safe. Having a lack of technology and protocols to organize and protect your data is a good way to set yourself up for data security issues.
Data security doesn’t only have to do with information being stolen or hacked; it involves knowing where your data is located and being able to access it when needed. This is especially true when information is stored and filed on paper. The frequency of documents being misfiled and lost are higher than most people want to believe — and very costly. On average, between 2 percent and 5 percent of an organization’s files are lost or misfiled on any given day.
Now add to this compliance regulations and audits. With the increasing levels of compliance regulations and required audits, both internal and external, keeping track of necessary documents is more important than ever. This is difficult with a system heavy on hard-copy data. Paper-heavy businesses run the risk of being compromised or losing data that could result in lawsuits and other negative repercussions.
To combat these concerns, business executives have begun to implement firewalls and disaster recovery plans to ward off outside attacks on their data.
Having a strategy in place is the crucial key to your protection. The bloodline of your organization is your data and that is not something you can risk.