Expanding our Workflow Capabilities

Take a Marketing Approach to Education and Training

As you contemplate rolling out a document management system or document imaging system, be sure to factor in continuous education and training for the users. It is in the organizations best interest to keep users informed of any changes in the systems and all of the powerful features that can help users excel at their jobs and prevent garbage from piling up. The Help feature doesn’t always have the answer and the Help Desk is not cheap.

There should always be training for new employees. But also think about using newsletters, home page hints, a dedicated Facebook page, even tweets as an effective way to tell users about features or changes. Video clips and webinars are also helpful. Ask the software provider if they have any materials that can be useful. Keep pushing the information because users may fumble around for hours trying to make something work when there is a very simple answer. Or worse yet, they will add a document that will never be seen again.

Take a Marketing Approach to Education and Training

FileStar Fact – FileStar is now approaching 5,000 users and is handling 100,000 document views per month. We would like to double those numbers over the next few years.

Millennia Group was one of the sponsors for the Association of Women Accountants in Real Estate event at Seven World Trade Center in New York City on March 6th. Visit www.awareny.org for more information.

Pictured, Robbin Orbison, CFO of Silverstein Properties and President of AWA+RE and Michael Cipriano, President of Millennia Group

Heartbleed Update

The following message was sent to all customers on April 11th, 2014.

To All Millennia Group FileStar and CollectDocs Customers:

Recently, there have been announcements of a serious bug affecting internet SSL traffic, dubbed “heartbleed” (more information at http://heartbleed.com/). This bug exists in the open-source “OpenSSL” library that is widely used in the Linux operating system and web servers that rely upon it (such as Apache). Millennia Group exclusively uses IIS (Microsoft) web servers to host FileStar and CollectDocs and those servers do not utilize the OpenSSL library in any way.

Cisco, a provider of internet and network equipment and software to many internet providers has issued it’s own statement about possible issues. Millennia Group, like most companies, employs Cisco equipment and software in our infrastructure. We have reviewed the information from Cisco and at this time, based on the information from Cisco, our infrastructure is not affected.

The heartbleed bug is particularly serious because it has been known and exploited by malicious actors since March 2012. Since this time, an attacker could steal SSL certificates, user names, passwords, instant messages, emails, and other encrypted communications – without leaving a trace. We strongly encourage our customers and friends to review the list of major sites found at this link (http://mashable.com/) to change their passwords where appropriate.

Millennia Group will continue to monitor the situation and information from Microsoft and Cisco and we will update you as relevant information becomes available. We are following all best practices for pro-actively protecting our customers information including changing passwords for our infrastructure and monitoring our servers for suspicious activity even though our systems were not impacted. Millennia Group will also post a summarized statement on the Home Page of all FileStar and CollectDocs systems so that all users are informed.

As of the date of this newsletter, there have been no further steps necessary for Millennia to take to protect our clients information.

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Gym Shoes Required

A Strong Case for Imaging and Document Management

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.

Millennia Group has it’s own hosted document management system called FileStar. It would be considered a private cloud application. FileStar is used for workflow, imaging, compliance, reporting and digital file archive and retrieval. We have analyzed the cost of FileStar for our customers and there are many impressive stats, but one in particular stands out – cost per view.

Our most active users have a cost per document viewed of less than $0.10 with many customers at $0.50 or less per document viewed. Think about that, less than $0.10 per view. Compare that to the cost of simply going to a file cabinet to pull a document for viewing. For an employee earning $40,000 per year, they would have ten seconds to get to the file cabinet and ten seconds to get back to their desk. I hope your dress code allows gym shoes.

And if your cost per view is higher, factor in the disaster recovery benefits, the absence of lost documents, the avoidance of copying and shipping costs and of course the compliance benefits of user tracking. Lastly, factor in the positive customer experience as a result of getting an answer quickly and you can see why electronic document management shouldn’t be looked at as a cost but as a real opportunity.

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CollectDocs — A Million Uses

We know that CollectDocs, our simple online, checklist based workflow tool, is great for due diligence and employee on-boarding, but we want our users to get EXTREME VALUE from CollectDocs. Millennia Group is devoted to providing our users with creative ideas for additional uses of CollectDocs in the everyday work life.

Below are a few new ideas on how to use CollectDocs and we will continue to add more in future newsletters. Feel free to share your ideas and successful uses and we will include them. Send to – info@collectdocs.com. We have also highlighted some great existing features.

New Use #1: New Customer Setup
When companies bring on a new customer there is a process that includes various tasks (enter into accounting system or ERP), documentation (contract, W-9, COI) and some data collection (years in business, D&B #). This is the perfect situation to use CollectDocs. Billing will be more accurate, the implementation will go smoother and customer support will improve because there is a complete “File” for every customer.

New Use #2: Employee Exit Processing
Similar to the need for process and control when on-boarding a new employee, there is also a significant need for process and control when an employee is exiting. For instance, remove an employee from systems, retrieve access cards, process paperwork and transition benefits (Cobra, 401k rollover). Use CollectDocs to make sure this process is Compliant and Complete.

Features

Contacts
A great new feature of CollectDocs is the ability to batch upload contacts to provide easy checklist access to everyone involved in the process. Go to settings and there is a link to Import Contacts from File. The tool helps map the fields that are needed like contact name, company, email address and phone number. There is no additional cost for contacts in the system and there is no cost for giving those contacts access to checklists – Share the Love, Share the Workload.

History Report
CollectDocs shines in any compliance oriented process. The history report provides a complete history of the checklist from creation of the checklist, to every action by each user, all the way to the final exportation of the checklist data. The history report can be run on demand and it is automatically included in every checklist export. Retain this history report as proof of compliance.

Requirements
Every document, task and data item in a CollectDocs checklist can have a “Requirement” that must be satisfied before the item is considered Complete. The document may have been uploaded, but there will be a “Warning” until the Requirement is met. For instance, financial projections may have been uploaded but an analyst must confirm the assumptions before it is considered final.