Your Document Management Knowledge Center

Read the news, peruse the paper, review blogs and you will usually find the word compliance within minutes. You know it is more than the latest buzzword, though. It's a serious subject with severe penalties for businesses not following regulations. With that in mind, here are five things to remember when retaining documents for compliance:

While the comfort of well-known antiquated paper processes can seem alluring, maintaining the status quo can seriously hold a company back from reaching its full potential.

We've recently updated our software and would like to highlight some of the new features now available to make managing documents and information even easier!

DocuVantage clients can always find all new release information in the "help" section. If you're not a client, give us a call and we'll answer all your document management questions.

Workflow management is central to business operations, which in turn is central to cost-effectively running your business and delivering your product or services to your clients.

How do you determine which workflow management solutions are best at reducing back-office paperwork volume? Which are the most adaptable to the market's evolving needs?

A team of CEOs, CIOs, and analysts at the CIO Review came together to distinguish the best of the best in workflow management solutions, and they recently announced that DocuVantage is among the 20 most promising providers.

Check out the full article to find out why they think DocuVantage is revolutionizing the way to move and manage documents.

Last week, we discussed the history of and current trends in Document Management and Enterprise Content Management (ECM). A great deal of your ability to manage and leverage information assets more effectively hinges on integrating Mobile, Analytics, Cloud, and Collaborative (MACC) technologies. Subsequently, however, you may need to become a digital enterprise.

When the folks over at CMSWire attended Amplexor’s Future of Document Management event, they ended up gathering some of the industry’s key people together in the same room. Their perspectives are valuable to anyone looking to keep up with today’s IT advancements, namely in workflow:

We live in an era of constant disruption, especially in the world of technology. In other words, as soon as something new comes along, something newer immediately comes along to take its place. When the standard is set, something else resets it soon after.

When we think we’ve achieved what we want, something else comes along to show us things we didn’t even know we needed. This cycle has always been at work, but never before has progress moved at such a fast pace. It’s come to the point where we often don’t know where to draw the line between progressive and superfluous.

Data management, document management, and business process automation have undergone a particularly exponential upward swing. With advancements moving at the pace they do now, we can more accurately predict the trajectory of electronic content management (ECM).

If you’re wondering why we’re using that term instead of “document management”, per usual, it’s because is actually what DMS has become. And before DMS, the handling of data and information was something else. Here’s a glimpse into the past, present, and future of DMS/ECM, and what your organization should be prepared for as a result.

We all are, at one point or another, hoarders. Unlike the ones you see on TV, however, what we hoard isn’t directly in front of us, reminding us we’re overdue for some Spring-cleaning, but it’s equally capable of getting us in trouble with the law.

What we hoard is data—usually redundant, obsolete, or trivial. And while your logic might be sound in living by “just in case”, the longer you hold onto this data, the more susceptible you are to litigation and liability claims, as well as rising storage costs.

We’ve been discussing lately what features, benefits, and authorities to investigate and be knowledgeable of when someone tries to sell you a document management solution.

When you’ve done your due diligence and found a suitable provider, you still have to make sure you hold them to exactly what they say they’ll provide you. The simplest (yet somehow overlooked or undercooked) way to do that is with a Service Level Agreement (SLA)

Remember: there are plenty of claims a vendor can make that are immediately logical and appealing. When you're looking to buy document management solutions, those claims are the red flags that should prompt you to ask more critical questions.

We’ve discussed SaaS vendors who offer the lowest prices and affix themselves with “best of breed” labels. Be equally skeptical and prepared when you see these terms thrown around:

We’re on the Internet, and just about anything is capable of distracting us. And with all that oversaturation of content and products, there’s an oversaturation of features that are immediately appealing, but won’t provide much value in the long run. How many “industry leaders” are there? Who really provides the “best ROI”? What exactly makes something “world class”?

Document management systems are no different: most services will throw out buzzwords to trigger your survival instincts and reel you in and get you invested in a product that doesn’t provide you with what you really need – for all you know, you might not even need document management!

These are generalities, but my most successful clients that implement DMS are focused on optimizing workflow, records retention, dealing with an incredibly high volume of time-sensitive documents, and security. If you're looking to buy document management services, and a prospective SaaS vendor offers any of these features, take a step back and reevaluate how they align with your priorities