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Millennia Group Blog

Digital Document Organization - Got Folders?

Friday, May 30, 2014

Digital Document Organization

This post expands on a previous post, but the topic is important, so here you go.

Does your company store all of its digital documents in folders on a shared network drive or in static SharePoint folders? If the filing method is by folder, how was that folder structure designed? What are the rules for creating new folders or changing the names of existing folders? Are there any requirements before a file can be saved to a particular folder? How is security managed across the folders? Why all the questions?

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A Little Out There

Tuesday, May 06, 2014

Integration 101

Here are a few thoughts that might be a little out there but they do have some merit.

A National Digital Document Recorders Office

Many, many years ago a great idea came about to have local governments keep "recorded" copies of real estate documents. The purpose was generally to ensure that ownership could be proven and the legal relationship was recorded and recognized. Each local government runs its own recording office for properties in its jurisdiction, but there isn’t a statewide or national "Recorder". This is also primarily a paper based process with actual document stamps.

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Taking Inventory of Your Digital Folders

Monday, April 28, 2014

Taking Inventory of Your Digital Folders

There used to be a frequent occurrence at retail stores called "taking inventory", an all-night process with an army of workers. It was a process of manually counting each unit of every product on the shelves to confirm the actual inventory with the inventory on the books. Together with other data like deliveries this helped confirm sales numbers, but that was about all the data was good for.

This process has come a long way with the use of purchasing systems, UPC codes and registers with barcode reading, all feeding the same database. Inventory is now up to the minute and able to generate automated workflows that send out restocking orders to the vendors.

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Ready, Set, Start that BPA Project (but only after reading this first)

Wednesday, April 16, 2014

BPA Project

The effort to improve a business process seems easy enough. Map out the required information flow. Create a list of the parties involved. Understand the security and legal requirements. Crank up the visual workflow tool and get started.

Sometimes it does work that way, but sometimes each of these steps reveals deeper issues, missing data, incorrect data or inaccessible data. Don't be discouraged, these issues can be solved and you can achieve the ROI that you desire. Read on for a few ideas on how to succeed.

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Gym Shoes Required

Wednesday, March 26, 2014

Gym Shoes Required

I would love to talk about how electronic document management could supercharge your company sales or revenue, but it always seems like it is too hard to connect all the dots. Instead most prospects and customers think "what will this cost me?"

We are always looking at what it costs to create, store, share, ship and scan documents. This calculation is more challenging than ever since there is now both paper and digital storage, cloud and on premise storage, off-site storage and yes, some day, unmanned vehicles delivering documents to your door.

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Business Process Automation - How is your Company Doing?

Wednesday, February 19, 2014

According to Wikipedia, Business Process Automation (BPA) is "the strategy a business uses to automate processes in order to contain costs. It consists of integrating applications, restructuring labor resources and using software applications throughout the organization."

BPA, as you can see, is a broad definition and sounds like a massive undertaking. Yet companies successfully complete "BPA projects" - knowingly or unknowingly - all the time.

Examples of simple BPA projects include:

  • Accepting orders via online form (replacing the use of a fax machine or order clerk answering the phone)
  • Replacing monthly sales reports created manually in Excel with automated reports and dashboards created by CRM software like Salesforce
  • Using Mail Merge to deliver customized marketing materials to customers and prospects
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Organize, Consolidate and Share

Tuesday, January 28, 2014

Most businesses that we see operate with multiple information silos. From paper documents in file cabinets and files in shared directories on a server to files loaded in cloud storage and of course files on each employee's computer.

It should be every company's goal to consolidate all those silos into an efficient repository of critical business information that lets the company operate at peak performance.

Although most companies would claim they are accomplishing that goal by using data warehouses (CRM, Accounting and ERP systems), the real problem still looms below the surface.

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We Have Seen the Light, and We Want You to See it Too

Friday, January 24, 2014

We have been busy searching for the meaning of Scanning so to speak. Millennia Group has been a scanning service bureau or scanning services company for 17 years now. We have always put customer first and that has meant providing our valued customers with scanning services that they wanted and were willing to fund. There is no question that when the economy was really good, the willingness to fund scanning projects was far greater than it is today. The underlying reasons to scan have not changed, but the willingness to fund them has, shall we say, tightened up a bit. And we understand that. This has caused us and our clients to look deeply at the reasons for a scanning project. The results of that look are really not surprising.

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Checklist Length Doesn’t Matter

Friday, November 15, 2013

We have been very busy meeting with people in a variety of companies and disciplines but one area that has taken great interest in our online document checklist continues to rise to the top and that is human resources. When we meet with someone in the human resources world and we start to describe the concept of an online checklist that helps you track and gather a set of required documents, we have been surprised by a simple response - we need to collect one or two documents from many employees.

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A Slippery Slope

Thursday, September 12, 2013

Our blog title - "Tackling Mountains of Docs" is very top of mind lately. We have just launched a new service aimed squarely at Iron Mountain - controller of mountains of boxes of documents. Our service is a combination of technology, hard work and process but in the end, it is just common sense. We call our new service I:S Cubed as in Inventory: Scan, Shred or Store.

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