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Millennia Group Blog

A little can go a long way

Thursday, December 05, 2019

via Flickr - JJ MereloGiven that we are coming up to the end of the year, we thought it would be helpful again this year to provide some ideas on how to use your time wisely, if and when projects and meetings slow down at year end.  In order to have this supposed time available does presume that you are working.  However, even some simple changes or small efforts can produce a tangible and noticeable effect across the company.    

Change can be difficult but also extremely rewarding.  Reach out to your co-workers, talk to others in your industry or even just friends and family about new things they are doing at work (that make their lives easier).  Best of all, talk to existing vendors that you trust and like to work with to see what more they can do to help you.  You can even reach out to other vendors to see what other opportunities might exist.  Call it R&D.  Call it whatever you want and here are some ideas to get you started.

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Just like people, Bots are diverse

Thursday, November 07, 2019

Via Flicker - Peyri HerreraWe have been researching the idea of creating a Bot as an enhancement to our workflow and document management solution.  The struggle is defining what this Bot is going to do.  There is no single definition of what a Bot is or how it can be used, but we generally think of it as a process automation tool.

Despite “Bot” sounding like it could be a piece of equipment, ie. RoBOTic Process Automation, it is generally a software solution that could be mimicking human thought process or even keystrokes.  There are a lot of thought processes and physical processes that could be automated.  Is there an ideal use of such a diverse and powerful tool?

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The pendulum is back in the middle

Friday, October 18, 2019
Via flickr - Rob Young

Ten to 15 years ago, the document management world started to feel an itch.  The major DM players couldn’t quite figure out where it was coming from at the time.  But then corporate users started to talk about how they were just dropping files into this online folder system and how easy it was.  Box, DropBox, ShareFile and others have since created very successful businesses with simple online storage.

The expectation for how a document management system should work took on a whole new meaning from the perspective of the users.  This is true not only of document management but of most corporate software platforms.  This great new experience arrives and the expectation pendulum swings way over to one side.  Then reality starts to set in.

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Piece of Cake

Wednesday, September 25, 2019
via Flickr - Shyn Darkly

Not many companies have the resources to operate on a global basis.  It can take a large team of lawyers, experienced financial professionals and local facilities or representatives.  To go global for a product or service also requires understanding the local custom so you don’t accidently insult the community.

Operating a business, locally or globally, will involve customer contracts, vendor contracts, financial reports, etc.  The business processes and document content might be vastly different from Bavaria to Bali and Caracas to Quebec.  However, we see four key characteristics of document management on a global basis and if you focus on getting these four correct, it will be a piece of cake.

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Going to the grocery store is a teaching moment

Tuesday, September 10, 2019

via Flickr - Brian, Thin MintsWe have all encountered the situation on our way into the grocery store where a young girl in uniform is selling cookies.  Or maybe it’s someone dressed as Santa ringing a bell.  In both cases, the story doesn’t end there because you have a second encounter when you exit the store.  So the issue is, which do you prefer, addressing the situation on the way in or dealing with it on the way out?

This post is not really about the Girl Scouts or the Salvation Army of course.  This is an analogy for how your company deals with its critical business information.  Either your company has a well-defined process and structure to identify information as it enters or it relies on advanced search capabilities to find information where-ever it may hide.  Or, oh no, it’s a free-for-all at your company.

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On the surface it may look simple

Tuesday, August 27, 2019

via Flickr - Cookieater2009Autonomous vehicles will make driving simple.  Get in, tell the car where to go, sit back and relax.  Artificial intelligence is going to read our minds and do our work for us.  The same goes for robots.  High speed data via 5G wireless will transform our lives by making these and other advancements possible. There are hundreds of steps and parts just to make a simple pencil.

The fact of the matter is that behind the scenes lots of hard work is happening to make something seem simple for the end users.  For example, what if artificial intelligence changes its mind or futuristic fabrics confuse the autonomous vehicle system so it doesn’t recognize a person in the street?  To keep it simple requires ongoing work by the engineers and tech teams.

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Blockchain vs AI vs Bob

Thursday, July 25, 2019

Via Flickr - by Bovee and ThillRegardless of the industry, at every trade show, in every webinar and at every lunch and learn the use of artificial intelligence or blockchain has been a topic.  It’s been stated and debated about how these technologies are going to revolutionize industries and change our lives.  That can be a bit unnerving.

However, there is hope for us, AKA Bob.  Blockchain might give us smart contracts built from nothing but data points.  No need to also enter the data into another system, the contract is the system.  AI will take the document (Word, PDF, etc) and it will interpret the information and populate the system automatically.  Poor Bob, who previously found, interpreted and entered the data, gets left out of the process.  But wait….

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Where isn't that file?

Thursday, July 11, 2019

Via Flickr by Tim GreenFirst, please take note that we used the word “file” and not “document” in this blog title.  It’s true that less orders, correspondence, contracts, etc. are being memorialized on paper or a “document”.  However, there is still a “file” being created that looks just like the paper document only its PDF or JPG.  That PDF receipt is a document and is the buyer’s proof of the transaction so they want it.

The receipt gets emailed to you (system #1) but then you forward it to an accounts payable system for processing (system #2).  Later, that same file is sent to a co-worker who had a question about it.  Maybe that was sent as an attachment in an instant messenger system like Slack (system #3).  Or that file was pushed out to Box as part of a special project (system #4).  You get the point, that file is everywhere now.  Where isn’t that file is more appropriate today.  But why should that be a concern? 

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Optimism sends a good message

Thursday, June 27, 2019

via Flickr, by Sergio AquirreWe recently sponsored and exhibited at two technology focused trade shows.  As most companies participating in these shows know, it’s a good way to see existing clients and to meet new prospects.  But its also a good way to stay informed about industry advancements and news, however optimistic.  There can be lots of very optimistic talk and presentations in the tech community.

Here’s the thing, however optimistic some people or companies might be, some of those plans and ideas probably make good sense and will someday become the standard.  Of the current crop of hot technology topics, such as artificial intelligence (AI), blockchain, bots and robots, we are optimistic about…

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Don't forget to lock the front door

Thursday, May 30, 2019

via Flickr - Paul FlintInformation security continues to be an important topic even if there haven’t been any newsworthy breaches recently.  That could be due to the nature of proper security, which involves continual effort and therefore top of mind.  Annual penetration tests, monthly vulnerability scans, scheduled password resets and authentication of new devices are a few recommended policies to stay secure.

Security was much easier when the ability to share was more difficult and the potential for inadvertent release was much lower.  Back when paper documents ruled the world, locked file cabinets or a managed file room with in/out tracking satisfied the requirements.  With digital documents, your systems need to be hardened and so do your users.  Data can leak through the back door or the front door.

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