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7 ways most brands screw up the paperless office concept

The paperless office is an increasingly popular concept adopted by businesses of all size, but there are some pitfalls to avoid.

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digital documents

paperless office

Enthusiasm behind paperless office concept

Many people hear the word “cloud” and expect to snap their fingers and become paperless overnight, completely organized and compliant, but it isn’t exactly as easy as the commercials make it sound. Yes, digital document management can be tremendous business tool, but some of the basic free solutions are risky and don’t help to keep your company organized or even in compliance.

One of the more robust options on the market is 12-year old eFileCabinet, which began as a cutting-edge tool to digitally store records in accounting firms, growing in popularity to a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data in any industry.

Matt Peterson, CEO of eFileCabinet, notes that businesses adopt the concept of the paperless office with great enthusiasm, but grapple with the practical implications of getting such an implementation off the ground. “The transition from a paper-intensive operation to a completely paperless environment has seen several organizations abandon the initiative because of the stress such a transition places on their operating environment. The sustainability of a paperless office relies on the careful, well-administered execution of several cross-departmental initiatives that are pivotal to a smooth transition.”

Peterson adds that when executed incorrectly, the transition can hurt productivity and financial benefits that come with the paperless office. Based on his area of expertise, Peterson offers seven ways that most businesses are actually screwing up their digital document management. In his words:

1. Rapid, Disorganized Transition:

Expecting your organization to complete the move to a paperless environment in a few days or even a couple of weeks can throw several administrative and operational processes out of gear. Business constraints and imperatives often drive the pursuit of paperless operations at a pace that is far more than an organization can manage. More often than not, any productivity gains are nullified by the time spent learning how to use document management software, scheduling time on scanners. When implementing a paperless office solution such as eFileCabinet, it is important to do so in a planned, structured transition with pragmatic timelines.

2. File Hoarding:

The lack of proper indexing procedures or the absence of a streamlined process or policy that governs the creation, duplication, digitization, preservation and disposal of company documentation can result in an e-landfill—a large, unmanageable digital cabinet filled with orphaned files and documents that take up server space. Without proper training and clear file retention deadlines an organization runs the risk of wasting time by overloading the digital filing system with files that will never be accessed or have already passed their legal and useful life span. Consequently, the process of search and retrieval of documents takes far longer than necessary. While this may seem to be an elementary oversight, in reality, it is a costly mistake that wastes time, impacts productivity and is a frustrating experience, come audit season.

3. Placing Intellectual Assets at Risk:

Most organizations make the mistake of digitizing documents without a definite backup or archival plan. More often than not, scanned copies of files are saved into a random folder structure. The effect of a force majeure situation or a natural disaster on such an office could result in a partial or complete shutdown of operations. Some organizations establish a degree of contingency by relying on backup tapes or ISO-compliant folder storage to safeguard data. In the absence of such an effort, sensitive company data and intellectual assets may end up in a large group of un-indexed files and open to theft or accidental deletion.

4. Non-Compliant Storage and Sharing:

Saving and organizing files through Microsoft Windows folders can be a tedious, time-intensive effort and can often be in violation of the paperless standards set by many compliance governing bodies. Governance standards, international law and global financial regulatory requirements under several acts such as Sarbanes-Oxley and the Health Insurance Portability and Accountability Act (HIPAA), as well as the SEC require an organization to provide verifiable and timely access to digital records. The proper establishment of role-based security as a means to controlling access to digital is sometimes tedious but always necessary step for security purposes. When implementing a paperless office, it is important to use compliance-friendly features such as the eFileCabinet SecureDrawer to transfer confidential data and documents across operational environments.

5. Non-existent or Incomplete Data Backup:

An organization’s data backup process is a vital and indispensable component of its overall disaster recovery plan. Cloud based document management software offers a two-edged solution that features a scheduled backup of an organization’s data while ensuring data is backed up into a cloud mitigates the risks of local storage. Several organizations mistake data management software as a substitute for their IT backup services. While document management services do digitize and help an office manage paperwork more efficiently, these electronic documents need to be backed up as part of a business continuity plan. Particularly, if the organization has chosen a traditional on-premise software platform as opposed to the ever-increasing in popularity cloud based solution. A non-existent or incomplete data backup plan could have an adverse fiscal and reputational impact on a company.

6. Incorrect Formats:

One of the most common mistakes of going paperless is the digitization of documents into unreadable or unsearchable formats. A typical scanner converts documents into PDF files that do not allow form or text data to be read or copied. A robust document management solution needs to come with Optical Character Recognition (OCR) capabilities to truly leverage the power of paperless operations. The lack of OCR-enabled documents, tables, spreadsheets and presentations causes all scanned documents to become static — i.e., their contents cannot be recognized as text and therefore, cannot be copied. Scanning without OCR is one of the most significant hindrances to a paperless office because it prevents users from searching or copying text from within scanned documents.

7. Trapped by the Desktop Computer:

In a world that relies on the increased mobility and portability of data, the paperless office often extends beyond the boundaries of the office building. When organizations go paper-free, they often make the mistake of using a document management solution that does not offer secure, cloud-based access or the ability to access documents through a mobile app.

Peterson notes that “Understanding the potential roadblocks to a successful paperless office can help your organization avoid them and ease into the use of digital document management software without losing productivity and efficiency.”

Marti Trewe reports on business and technology news, chasing his passion for helping entrepreneurs and small businesses to stay well informed in the fast paced 140-character world. Marti rarely sleeps and thrives on reader news tips, especially about startups and big moves in leadership.

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Amazon Ring exposed wifi passwords; let’s talk ethics

(TECH NEWS) Ring has a security slip up is part of an alarming tech trend! Can industry insiders turn things around before the government forces their hand?

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Ring doorbell

Knock knock!

Who’s there?

WiFi.

WiFi who?

Why Fi…ght external regulation, if you won’t implement higher standards on your end?

Amazon’s Ring smart doorbell/camera services left customers in the ding-dong ditch by letting hackers exploit a flaw that exposed homeowners’ WiFi passwords to neighborhood hackers up until September of this year. I thought putting a ring on things locked them down, but I guess that’s only for people…

Truth be told, I honestly didn’t think a wifi password in the wrong hands could do too much. I figured neighborhood freeloaders would drag my speed down playing some MMORPG on my network or get me slapped by pirating Disney stuff on my dime.

Apparently, what a serious hacker is MORE likely to do is use that connectivity to share a keystroke tracking program with my computer, then sell my passwords to whoever wants them.

Imagine someone in Cairo clogging up my precious Netflix queue with a bunch of romcoms. Eww.

In all seriousness, that’s a pretty big flaw in the Ring. It took Bucharest-based Bitdefender (a merry band of cybersecurity researchers) to point it out. Amazon’s tech ninjas jumped on it, and the issue’s been fixed for a couple of months as of time of writing. But all’s not quite well yet.

The burning questions on my mind are: Who was supposed to catch it first? And why weren’t people told before the fix?

If you’re in the tech industry, know this, and know it well: John Q Public is not your beta tester.

Releasing a product with something as small as a typo on the packaging is embarrassing enough, but when you leave yourself open to something like letting your customers be vulnerable to identity theft, your face gets considerably more eggy.

And, as usual, leaving doors like this opened doesn’t just make your company look bad, or let competitors get the edge on you.

Consistent lack of inner standards means you’re going to be up against outer standards you’ll like even less. Sure, you might think that govt. regulation is going the way of the dodo, but the tech industry and recently emancipated pork industry aren’t the same.

If you’ll pardon the generalization, the more someone leans towards less government oversight, it’s more likely that they’ll view technology as a necessary evil than anything. And that means tech industry slip ups will be the first to be monitored if internal quality control keeps deteriorating. People are getting wise to how much information their smart devices are tracking, and how vulnerable they can become when that information isn’t secured.

Amazon execs will be fine if things go to the courts. Your startup? Probably not as much.

Look, tech nerds have it going on. I really WANT to advocate for leaving you all alone and letting you do your thing, but the constant corner cutting on security testing makes that difficult. Leaving consumers in the dark until the fix is done, meaning no one even had the chance to take precautions like instituting password changes, is a huge no-no, and the fact that I even have to rant about it is alarming.

You know that cliche, ‘It’s not that you DID xyz, it’s that you LIED about it’? It goes for lying by omission as well. Consider this case the coal mine canary.

You are your own industry’s gatekeepers. Take the job seriously before the job gets taken. Seriously

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Tech News

Earbuds that are noise cancelling hit the market just in time for the holidays

(TECH NEWS) There are no shortage of earbuds on the market, however, Nuheara’s noise cancelling, bluetooth earbuds are sure to top everyone’s wish list.

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earbuds noise cancelling

Noise cancelling earbuds are efficient for blocking out the world around you – when all you want to hear is your music and nothing else. However, for those who want a smaller, sleeker alternative, Nuheara is the perfect fit.

Nuheara are wireless audio earbuds that are customizable to your hearing needs. Even though they have the same power as noise cancelling headphones, they can be adjusted to amplify or minimize sound based on each situation.

You can choose to blend the sounds of the streets and your new favorite album in order to be aware of the world around you. The earbuds are ideal for any situation.

The noise cancelling earbuds use SINC (Superior Intelligent Noise Control) technology, which lets every user create their custom hearing experience.

There are numerous times when it’s hard to hear because of the noise around us. This may be in crowded restaurants, concerts or even when you’re at home trying to avoid the noisy neighbor in the apartment above you.

The SINC technology applies a frequency filter to sounds you choose to hear or want to avoid. Additionally, the left and right earbuds have their own settings, so that they can be customized individually. Everything is customized through the app, so it’s up to each user to decide!

Prior to founding Nuheara, Justin Miller and David Cannington worked in the oil and gas companies creating industrial strength hearing headsets.

The feedback they received during these experiences paved the way for inventing Nuheara. People wanted a sleek headset that they could wear in everyday life, not just at their job.

The earbuds will set you back a few hundred bucks, but they come with accessories like a battery charger, carrying case and 8 different silicone tips. The battery charger provides three full charges. Nuheara earbuds are also sweat and water resistant, but they are not yet waterproof.

As wireless headphones, Nuheara are also compatible with most Bluetooth connected devices. The earbuds also use tap-touch control to make hands-free phone calls, control music and adjust settings.

There is no need to connect Nuheara to external devices to use their noise cancelling capabilities.

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Tech News

Turn your FAQ page into a chatbot without knowing how to code

(TECH NEWS) An easy way to add a chatbot to your site and automate some of your work is through this new simple tool that doesn’t require any tech know-how.

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faqbot chatbot

Reduce your workload and personalize customer service engagement with Faqbot, the tool that turns your online FAQ into a customized chatbot.

Co-founded by Denny Wong and CEO Mathis André, Faqbot uses machine learning to streamline frequently asked questions into a handy chatbot pal.

Based on your existing FAQ content, Faqbot builds a database that learns from every conversation to improve responses. Faqbot can also be used to automate sales and lead generation.

You get to design the conversation flow, mapping out a custom path to guide users to a desired outcome. Set predefined choices or free text, customize the bot’s responses, and determine what leading questions the bot should ask.

For example, on the Faqbot site, I was given two pre-set choices to click after each response from the bot. Clicking “Thanks for helping” gets the polite response “You are welcome! ;-)” complete with an old-school emoji featuring a nose.

If you select “not my question,” Faqbot uses its general response to any unanswerable question: “Sorry, I’m a chatbot. I am constantly learning and have answers to frequently asked questions. Thank you for leaving your email and we will get back to you shortly.”

Choose your own responses based on already defined FAQ or come up with new messaging to better engage and inform your customers as needed. The free text option is also available if customers wish to continue asking questions.

Of course, I had to try out some less than frequently asked questions. When I asked Faqbot “are we friends?” it kindly replied, “Absolutely. You don’t have to ask.” So I’m smitten.

However, when I tried to take it to the next level by asking “Do you love me?,” which seems to be the internet’s favorite way to harass a bot, I got the “Sorry, I’m a chatbot” response.

That’s okay. I’ll recover. Faqbot isn’t here to love, it’s here to answer questions.

You can easily install the chatbot by either copy/pasting the snippet of codes directly into your webpage, or connect Faqbot to your company’s Facebook page. No coding skills required.

Pricing is based on number of users per month, but all levels include the same service offerings of FAQ database management, messaging interface, a ticketing system, and DIY guided conversation flow. You can try out Faqbot free for 14 days by signing up on their site.

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