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Millennia Group Blog

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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Training to Overcome Failure

Thursday, February 15, 2018

via Andrea Arden on FlickrThere are many examples of human endeavors that would not have ended well without training.  Moon shots, marathon running, heart surgery and triple axles (not 100% sure what that is) are just a few that come to mind.  But don’t just think of training as necessary only to achieve super human feats. 

Training is one concrete way to maximize the value of your software investments, a more mundane but very worthwhile goal.  It doesn’t matter what type of software it is, if users don’t use it (out of fear) or use it incorrectly, the investment will not pay off – aka, Failure.  That failure can be avoided with well thought out training.

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We are all different

Tuesday, October 31, 2017

via Flickr - TorleyIt’s no surprise that no two businesses are exactly alike and certainly no two employees are either.  Our differences, along with the options provided by technology and changing circumstances, create a tremendous number of possible outcomes as it relates to information creation.  This is especially true of information in the form of documents.

Every day in every business, employees are creating documents, searching for documents, receiving new documents and sharing documents with others.  It’s imperative that the information makes sense, otherwise errors are made and time is wasted.  But since we are all different, don’t be surprised at how someone else defines what a document is and in what form it’s delivered. 

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My PDFs are Dazed and Confused

Tuesday, February 28, 2017

One of the core principles that Millennia Group advocates and adheres to is that the official copy of a digital document should be a singular unit.  What this means is that the digital version, a PDF in most cases, should contain only one document.  What our users encounter, and sometimes want, is a different story.

A user may receive a single PDF from an external party that contains many documents.  The other situation is where the user receives multiple PDFs that together comprise a single document.  In one case the file needs to be split and in the other case, the files need to be merged.  Here are some examples of why this principle of a singular unit makes sense when your PDFs are dazed and confused.    

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Clutter of a different kind

Tuesday, November 29, 2016

Via Sean MacEntee on FlickrThe existence of duplicate documents and files is commonplace in companies of all sizes.  There is the email with a document attachment that was sent to five people, each of whom downloaded the file.  There is a file on someone’s desktop that they copied from the network.  There is a copy in the cloud.  You get the picture and you probably live this picture daily.

What can prevent this from happening?  Does it really even matter?  Companies seem to be surviving just fine, so what would be the cost benefit for an actual solution?  Unless your company is a company of one, you will likely not find a perfect solution, but a combination of tactics will lower the frustration.  And yes, it does matter and it will be worth it.

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Want better software ROI? Hug a risk taker.

Thursday, July 14, 2016

Image via Doniree Walker at FlickrWhen it comes to software, it is important to have the right features, but you also need good functionality and some risk takers to get the most out of the investment.  Features are the capabilities of the software.  Functionality is all about how easy it is to use those features and apply them to real world tasks.

Most if not all users will discover the basic features and will become functional once they are trained.  Only super users will play around with the application enough to figure out all the features.  But how quickly will they translate the discovered features into functional solutions?  That depends on how many risk takers there are in the company. 

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Active vs Final Documents – Co-habitation?

Thursday, April 28, 2016

Via Flickr - Stuart BassilA technology issue that companies deal with on a regular basis is using one application for managing active or working documents and a separate application for the archived or final documents. Active being defined as documents in the creation or working stage and final being final or executed.

This situation exists because of how and why these documents are created, accessed and shared. Certain employees are document Creators and others are document Users and their needs are very different. The Holy Grail is one application to manage both. The reality is you need two applications. Let us explain why that is not a bad thing.

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Fear of change is okay, if it only lasts 5 minutes

Thursday, March 10, 2016
In a past era processes were set in stone. Assembly lines were created and they ran for three shifts a day year after year. Big mainframes were programmed and some of those programs still run today. Change was slow and methodical for both consumers and businesses.

Today, manufacturers and businesses of all types are struggling to meet the new era’s requirements and challenges including personalization and on-demand. The only way to manage in this environment is to have a workforce and applications that embrace and smooth the way for change – in 5 minutes or less. text