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Millennia Group Blog

Try doing less, it really works

Tuesday, October 30, 2018
via Flickr - Juhan Sonin

It is usually with good intentions that a project is tackled with extreme attention to detail.  Every possible variation of input and output are considered and analyzed.  Focus groups are put together to gather information from all interested parties.  The process is time consuming but can result in some good data being gathered and a successful project outcome.  It is the right way to do things.

Now the hard part is trying determine how users will find that data if they need it again.  The data that was gathered may have dug up some minutia but also large sets of data that will be used every day.  The trick is to provide the everyday user with the ability to find information in a few clicks (simple interface) but also provide a way to find that one obscure piece of data.  Can a one size fits all search work? 

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Collaboration requires collaboration

Tuesday, August 14, 2018

Every business wants its staff to perform at its peak and to get one plus one to equal three through communication and collaboration.  Collaboration can be complicated, even with technology.  Maybe the best way to highlight how complicated collaboration can be, is to think about the creation of a report that summarizes a new project.

The report could span multiple departments or even include inputs from outside parties.  Therefore, security becomes an issue.  Some collaboration may be parallel such as when working on budget numbers simultaneously in an online spreadsheet.  Other collaboration may be sequential wherein the spreadsheet then provides input for the narrative part of the report – can’t start one without the other. The archival of the completed report needs to be managed as well.  These are all issues that make any single technology solution a difficult fit.

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Are you who you say you are?

Thursday, July 12, 2018

via Flickr -  David Martyn HuntIf you’re a fraudster you can easily obtain a fake driver’s license or passport.  You can create a fake social media profile complete with fake friends.  It’s difficult to confirm the actual identity of someone without a DNA profile or finger print on file with the FBI.  And that is for confirming someone in person much less remotely.

The widespread use of electronic signatures has taken longer than some people expected and that is partially due to the ability to verify the signers.  If we could feel as comfortable with the validity of the electronic signature as we do with a wet signature, electronically signed documents would become the norm.  But electronic signatures come in varying degrees of authenticity so which one do you use?

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Too many to choose from

Wednesday, June 27, 2018

Via Flickr - Chris WinterDo you ever marvel at the number of choices available in the bottled water aisle at any grocery store or online market? There are dozens of options to choose from.  How about barbeque sauces, bourbon, pizza or crackers?  There are far too many choices and it gets frustrating and time consuming to make any kind of decision.

This has some similarities to the frustration many people experience when they are searching for a file at work.  They may find a copy of the file duplicated in multiple places.  Determining which copy is the final version is both time consuming and frustrating.  The process of de-duplicating is not an easy task, but reducing our choices has obvious benefits and it can be done.

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Blockchain will heat up your document strategy

Thursday, June 14, 2018

via Flickr - sicilianoWe recently attended and exhibited at a technology trade show for the commercial real estate industry. The technologies that were in the spotlight were wide ranging from remotely monitored and controlled water values to AI solutions for recurring administrative tasks. Less “hot” technologies were also represented like accounting, lease management and of course workflow and document management systems.

Blockchain is poised to spice up the future of the document management world. There is quite a way to go before transactions are conducted and documented with blockchain documents. However, the concept is promising and it is sure to have an impact on how documents are stored, created, shared and even alter the definition of a document.

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Has efficiency peaked with mobility?

Thursday, March 29, 2018

Via Flickr - Giorgio MontersinoIt seems simple to envision the tools required by a mobile worker.  The basics quickly jump to mind including a phone, a laptop, chargers of course and a Starbucks or Panera card.  Then you need a location, which could include a home office, an office suites membership or the aforementioned coffee shop.

The real tools of the trade are more software oriented.  It’s critical to have a fully cloud based infrastructure or a VPN that provides access to your CRM, accounting system/ERP, messaging app, email and of course documents.  The emergence of technology and the disappearance of ledger books, the Rolodex and filing cabinets resulted in amazing efficiency gains.  Now that these tools are also available to mobile users, has efficiency peaked?

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Security shaming is working

Thursday, March 15, 2018

Via FlickrOkay, maybe security shaming is not the proper way to describe security awareness training.  No matter how its labeled, it’s working.  We don’t receive emails with employee or patient lists attached.  We aren’t given access to a Box account where we can see all company information instead of only the one folder we should see.

More and more we recognize the need to share information in a secure manner.  Nobody wants to be the one who accidently released a million names and social security numbers.  Security awareness training, a standard ritual now at most companies, is effective at helping to prevent accidental releases, but ensuring that information is securely shared could be a lot easier.

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Don't be Frightened, Be Practical

Monday, January 15, 2018

via Flickr, Allen WatkinsThere is no denying that many businesses absolutely need automation in order to get to that next level of efficiency.  Unfortunately, large companies with large budgets drove the development of most automation solutions and therefore, those solutions are very complex.

This legacy complexity creates an actual and perceived barrier to implementation.  Small to medium businesses (“SMB”) don’t have the training and support resources, nor the cash runway to implement and achieve the promised benefits from automation.  But SMBs, don’t be deterred, there are automation solutions that will fit your budget, workforce and customer needs.

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Czar needed, must be friendly

Wednesday, November 15, 2017

via Flickr - Boston Public libraryIf it’s a common refrain in your company that nobody can find anything on the file server or in the document management system, you are not alone.  In many cases a company believes this is because they have a digital document organization problem or possibly the lack of a document czar. 

Just because a company is not staffed entirely with former librarians doesn’t mean that a lack of organization is the only problem.  There may be other factors at play, like for instance, rapid growth or a string of acquisitions.  However, what’s really missing might be a document collection strategy.

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It's not so simple

Wednesday, October 18, 2017

via Flickr by John McSporran At some point every business probably feels a bit undervalued or unappreciated by customers or maybe by the markets.  This may or may not be justified, but we’ve all been there.  Over the years we have gained a deep understanding and appreciation for one group of businesses in particular that might feel this way – manufacturers. 

There is tremendous complexity in the manufacturing business model of sourcing parts, labor and materials, making something out of that and then selling and servicing that product.  Then there are also government regulations and customer compliance requirements to factor in.  There are highly complex software applications that help keep the cost of that seemingly simple widget at $2.00.  It’s really not so simple.

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