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Millennia Group Blog

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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Tag and push is not a playground game

Tuesday, May 14, 2019

via Flickr - Mineola MinnesotaCompanies, large and small, have procedures or rules that employees are supposed to follow to complete certain tasks.  Each company determines the most efficient methods or methods that meet regulatory or compliance requirements.  These rules can be written in a manual, part of a checklist or built into software applications.

Rules incorporated into the code of software applications are relatively easy to build and highly effective.  One of the most difficult procedures to successfully implement, however, is document archiving.  When is a document the final final version and where should it be archived?  Making this decision and process easy should be every companies goal, but where to begin?

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I admit, machines are smarter than me

Thursday, March 28, 2019

Image via www.vpnsrus.comMachines are smarter than me, at least after some smart people have told it what to think and since it is continually trained to get smarter.  Maybe that computer really isn’t smarter than me, but it certainly has a better memory.  In the context of our current lives, that translates into not forgetting passwords and never forgetting where I saved that file on the network.

Artificial intelligence and machine learning are all the rage in most industries, including the document management industry.  There is a convergence of systems offering auto-classification and indexing of your files.  Tagging the file with information that someone can use to find it later and dropping the file in some deep folder structure and forgetting where that was might go away.  That seems like a smart approach and deserves some investigation.

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Support your local decision maker

Monday, March 18, 2019

via Flickr, Andy FoggHard as we all try, we are human and we make mistakes.  When these mistakes take the form of data entry errors, it can range from being an annoyance all the way to a full-fledged disaster.  Products get shipped to the wrong address, billing errors occur, critical dates are missed and so on.

Data entry into a “system”; an accounting system, CRM, ERP or any type of database or spreadsheet, feeds information to many users.  Therefore, it is important to do whatever it takes to ensure accurate information is captured and the wrong information is not magnified across many decision makers.  Here are some simple methods to support those decision makers and help them avoid costly mistakes. 

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The Ideal plan may not seem ideal

Thursday, January 31, 2019

The prospect of getting a company to change a long established process is difficult, especially when that process touches multiple departments.  That should not discourage technology solution providers and businesses from having the confidence to make well thought-out ideas happen, even if seemingly idealistic. 

Despite excellent planning, some hurdles will take a long time to clear.  One or two parts of the plan may need to slip into a later phase.  Creating a plan that needs to deviate from the ideal solution in the short term may be disappointing, but could it be the ideal plan in the end?

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Are any of us on the same page?

Tuesday, January 15, 2019

Via Flickr - Aaron FulkersonIt’s not news that every industry has a set of unique acronyms for describing processes, requirements, features, etc.  As long as people participating in a conversation sprinkled with these acronyms are from that industry, it’s a good bet everyone understands.  Except for the newbie of course.

However, there are plenty of acronyms, words or descriptions that can be a bit too general, which leads to mis-understanding and likely, wasted time.  For instance, when doing a Google search for “workflow systems”, the results come back with 452,000 hits to search through.  Just so we are on the same page, let’s try to narrow the definition of workflow a little to save us all a lot of time and money.

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Steps in the right direction

Thursday, December 13, 2018

via Flickr - Tim J KeeganHere are some tips for getting your company or personal electronic files and documents better organized in 2019.  These tips will really make life easier if you are currently storing your company files and documents on a network drive or you use a document management system but never really configured it for your business.

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We feel guilty about tiny workspaces

Thursday, November 29, 2018

via Flickr - BakokoThe open office concept is all the rage, both at work and on Wall Street.  It is not only being executed in corporate offices but there is a booming industry of shared office space startups that take open office to a whole new level.  These spaces do have some intriguing features like comfortable common areas to gather and in the case of shared office spaces like WeWork, beer on tap.

However, we have also seen the demoralizingly small workspaces at some companies and we hear the grumblings of workers about a lack of privacy and inability to focus.  We are not owners of office buildings, nor space designers.  We are, however, somewhat responsible for this phenomenon because we provide the tools that have enabled this to happen – workflow and document management.  We do feel a little guilty, but enabling tiny workspaces isn’t the whole story.

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