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Top 3 ways document management software streamlines operations

(Tech News) Document management software sounds like a mouthful, but really, it’s a way to get yourself organized and automate more of your business life.

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Document management software in your office

Files, files, files! Whether digital or paper, your documents are probably stacked up somewhere or cluttering your life, leaving your business disorganized. “I have a system,” you say, but we all know that it requires digging if you have a stack of papers.

Jeff Pickard, President and CEO of Lucion Technologies outlines in his own words the three ways document management software can streamline operations.

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Pickard says that being overrun with incoming files 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.”

“There’s a better way,” he adds. “Document management software can put important documents at your fingertips in seconds and help you keep everything organized. But which document management solution would work best for your office? Here are three tips to help you understand how document management software can help and which features you’ll need to make it work.”

1. Make sure the scanning feature is easy to use – before and after the scan

Scanning has been the biggest barrier to widespread adoption of paperless office practices because many professionals think it’s a hassle. But scanning technology has evolved since the slow, clunky models that first arrived on the scene.

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. 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.

2. Look for an intuitive organization system that can be shared on your network

Another reason some business professionals are less than enthusiastic about going paperless is that they worry about the way files will be organized online. Some document management systems have a complex interface that looks like you’d need a database expert to help you extract a receipt. The good news is it doesn’t have to be that way.

You can get a system that makes sense – a simple, intuitive electronic file cabinet that anyone in your network can access. If you find a solution with integrated search features, you can simply conduct a keyword search to pull up documents in seconds, receiving a preview to make sure you’ve got the right file before opening it.

3. Use a document management system that enables editing

When you’re running a business, it’s handy to be able to make changes to electronic documents on the fly and transform printed pages into editable electronic files. If you choose a paperless office solution that fully embraces a universal format such as PDF, you’ll have these capabilities and more – including standard form tools.
With a document management system that has full PDF functionality, you can easily combine files by dropping them on each other and scan new pages into existing documents. The right document management system makes these tasks quick and easy.

If you’re ready to go paperless – and to conquer that mountain of paper before an avalanche occurs – a document management system is your best bet. But keep in mind that there are many types of paperless office systems on the market, and check the features carefully before you pick the one that’s right for your business.
Going paperless is a great way to streamline office operations – and help save the planet by reducing paper. Once you find the right solution, you’ll never want to visit Paper Mountain again.

The American Genius is news, insights, tools, and inspiration for business owners and professionals. AG condenses information on technology, business, social media, startups, economics and more, so you don’t have to.

Tech News

Not just for gaming: How virtual reality can save PTSD patients

(TECH NEWS) Thanks to its ability to simulate situations safely, virtual reality technologies are proving effective in therapy for PTSD patients.

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Woman wearing a VR headset in warm sunny lighting, PTSD patients treatment

Over the last year, a great many people have developed a new and sometimes dangerous relationship with a new emotional state, anxiety. I know that personally I’d never had a panic attack in my life until the middle of the pandemic. For many these emotions have taken the form of actual disorders. Actual mental influences which affect everyday life on a large scale. One of the most common forms of which is PTSD.

This disorder has many different aspects and can affect people in a number of different and debilitating ways. Finding treatments for PTSD patients and other anxiety disorders – especially treatments that don’t involve drugging people into oblivion has been difficult.

A lot of these disorders require exposure therapy. Putting people back into similar situations which caused the original trauma so that their brains can adjust to the situation and not get stuck in pain or panic loops. But how do you do that for things like battlefield trauma. You can’t just create situations with gunfire and dead bodies! Or can you?

This is where VR starts coming in. Thanks to the falling cost of VR headsets, noted by The Economist, psychologists are more capable of creating these real world situations that can actually help people adjust to their individual trauma.

One therapist went so far as to compare it to easy access opioids for therapy. This tool is so powerful that of the 20 veterans that they started with, 16 of them no longer qualify for the categories of PTSD. That’s a 75% success rate with an over-the-counter medicine. I can think of antihistamines and painkillers that aren’t that good.

I’ve grown up around PTSD patients. The majority of my family have been in the military. I was even looking at a career before I was denied service. I have enough friends that deal with PTSD issues that I have a list of things I remember not to invite certain people to so as not to trigger it. Any and every tool available that could help people adapt to their trauma is worthwhile.

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Tech News

Tired of email spam? This silly, petty solution might provide vindication

(TECH NEWS) If you struggle to keep your inbox clean thanks to a multitude of emails, the widget “You’ve Got Spam” could provide some petty catharsis.

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Email icon with 20 possible spam emails on phone screen.

We’re all spending a lot of time behind our computers and inside of our inboxes these days, so it makes sense that some people—not naming names—might be sick of seeing several unsolicited emails a day from marketers and other unsavory businesses.

While we can’t recommend a mature, adult solution that hasn’t already been beaten to death (looking at you, “inbox zero” crowd), we can recommend a childish one: Signing solicitors up for spam.

If you do decide to go the petty route, “You’ve Got Spam”—a free email widget from MSCHF—has you covered. Upon installing the widget, you can configure it to respond automatically to incoming cold-marketing emails with tons of subscriptions to spam sources, thus resulting in overwhelming the sender with a crowded inbox and cultivating a potentially misplaced sense of catharsis for yourself.

The widget itself is fairly simple: You only need to install it to Gmail from the MSCHF website. The rest is pretty self-explanatory. When you receive an email from a person from whom you can safely assume you’ll never be receiving favors ever again, you can open it and click the “You’ve Got Spam” icon to sign the sender up for spam lists galore.

See? Petty, but effective.

The developer page does fail to make the distinction between the promised “100” subscriptions and the “hundreds of spam subscriptions” discussed on Product Hunt. But one can assume that anyone who dares trespass on the sacred grounds of your squeaky-clean inbox will rue the day they did so regardless of the exact number of cat litter magazine subscriptions they receive.

Of course, actually using something like “You’ve Got Spam” is, realistically, a poor choice. It takes exactly as much effort to type, “We’ll pass – thanks!” as a response to anyone cold-emailing you, and you’re substantially less likely to piss off the actual human being on the other side by doing so. Services like this are heavy on the comedic shock value, but the empathy side tends to lack a discernible presence.

That said, if you absolutely must wreck someone’s day—and inbox—MSCHF’s “You’ve Got Spam” is a pretty ingenious way to do it.

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Clubhouse finally made it to Android, but has its time passed?

(TECH NEWS) Social media felt the impact of Clubhouse, but the internet moves fast, and even though it is finally on Android, it’s time may be waning.

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Woman holding book and a phone, with headphones, participating in Clubhouse.

Clubhouse finally got an Android release, and while many people clamored for such a thing months ago, others argue that it’s too little, too late.

If you aren’t familiar with Clubhouse, it’s an audio-only “social platform” that encourages discussions through live chat rooms. Users can drop into various rooms and listen to people talk, request the option to chime in, and follow a variety of rooms (or “topics”) to stay engaged over time. Users can even create their own rooms that feature them as speakers.

Clubhouse also has a certain allure to it in that the app requires new users to put their names on a waitlist that creates an “invite-only” culture of exclusivity.

But while iPhone users have had access to Clubhouse since its inception, Android users have been not-so-patiently waiting for their own release—and, now that Clubhouse for Android is available, it may have outstayed its welcome.

Part of the problem is the launch itself. The Android Clubhouse app launched with limited functionality; Android users weren’t able to follow the topics they like, change their account information, and so on. This made the release feel underwhelming, further highlighting Clubhouse’s affinity for Apple users.

A more complicated problem is the prevalence of audio options in other social media services. Slack, for example, recently released their audio-only rooms, and services such as Twitter, Facebook, and Instagram have placed a spotlight on voice-only mediums of expression.

Initially, Clubhouse was the only app to incorporate audio as a strong central focus, but the ubiquitous fascination with voice-posting has expanded to comprise most major communication platforms. As such, Clubhouse’s sought-after exclusivity is no more—something that was also arguably damaged by expanding to Android.

It should be noted that interest in the app itself is decreasing, and not just on Android. Social Media Today reported that, in March of 2021, Clubhouse downloads were down 72 percent from February’s 9.6 million downloads. The publication also pointed out that difficulty finding rooms was a substantial issue that is unlikely to do anything but worsen with a surge of Android users, necessitating some back-end fixes from the owners.

As it sits, Clubhouse is still very much in use, and Android users are poised to reignite interest as iOS users stagnate. Whether or not that interest will persevere in the current social media ecosystem remains to be seen.

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