Workflow Automation Software

Millennia Group Blog

To Purge or Not to Purge

via Flickr, Liz WestBased on my observation the world consists of two types of people, purge people and non-purge people.  We all know which category we fall into, but as a reminder:  Purge people frequently empty out desk drawers, closets and the garage of useless documents, old clothes and stuff. Non-Purge people don’t.  And yet, we all co-exist.

There is a business practice that you may be familiar with called Legal Hold.  If a company is aware of or suspects litigation, that company should place all records and information related to the litigation on legal hold – don’t let the purge people get to it.  Of course, nobody is happy when there is litigation, but how is it possible to lock down (or not over accumulate [non-purge people]) information in this day and age?

This is the balancing act that all companies have to deal with.  Digital information is duplicated and stored in many places; email, the cloud, local computer drives, network drives and the company document management system.  Paper documents, yes they still exist, are in off-site storage, desk drawers, filing cabinets and boxes in the basement. 

A non-purge person puts the company at risk because nothing is ever destroyed, even if the information is past its legal requirement for retention.  The purge person puts the company at risk because something may have been destroyed when it was on hold or before its legal retention requirement expired. Document management systems and records management systems to the rescue.

Records management systems are primarily geared towards paper records and document management systems are for digital documents.  Both types of system can designate records as being on “Legal Hold”.  A search of the systems is conducted for information related to the litigation, for instance a product or customer name, and then all of those records are flagged.  A notice is also sent to all employees with the same information.

Because paper records are separate from the records management database, accidental destruction can more easily occur – keep a close eye on the purge people.  Digital records are easier to lock down because a document management system can dis-able the “Delete” function for users for some or all records.  This still doesn’t solve the issue of duplicate records that are outside the company system – keep a close eye on the non-purge people to make sure they aren’t saving files all over the cloud as a safety net.

It’s a complicated task to deal with a legal hold.  Having a records management system and a document management system will help control the process but make sure you know your purge and non-purge people and keep an eye on them.

Millennia Group is a document management solution provider serving a national client base since 1996.,, (630) 279-0577

I need a little wiggle room to be productive

via FlickrThe security of the information that our clients have entrusted us to host in our document management system is paramount.  Clients demand that their information remain private and confidential and we absolutely understand and abide by that.  The SEC, auditors and sound business practices demand it too.

Our clients concern certainly includes stopping bad actors, but it also includes the people that they set up as valid users – they should only see and share what they are allowed to see and share.  However, as far as sharing goes, some flexibility is needed so that users can be productive.  Here are some thoughts on why wiggle room is needed and how sharing information can be protected.

Generally, people don’t work in a vacuum, they need to communicate and work with others, both inside and outside the organization.  The two most popular ways that people communicate and share information remain email and cloud based file sharing sites.  We use email when the quantity of documents is few or we upload to the cloud if there are many.

The easiest way to share information is via email, just attach and send.  That makes email so efficient.  However, a user that is emailing a few documents outside the company doesn’t know how many times that email was forwarded on nor who the potential recipients were.  You want the users to have the flexibility that email provides, but you want some controls in place. 

For instance, if the files being emailed are PDF’s, you could watermark them as “Confidential”.  You could limit the number of files that can be emailed at one time or per day.  Your system might email links to the files and the links expire after a set number of days.  If your company doesn’t have a document management system, these suggestions may not be feasible.

Bulk file transfers are a different story.  More files potentially means more trouble and therefore more caution is needed.  Users frequently need to provide large collections of files to outside parties for audits, transactions or other special projects.  Typically, much more control is required for these purposes.

You could have a requirement that bulk downloads and sharing of files must be requested through the IT department.  You should restrict which users have the right to download in bulk.  You should also track all bulk downloads and ideally, if the system is capable of cloud or war room type sharing, the system should track all activity in the shared files.  Restrictions on the guest list is also recommended.

There are more extreme methods for locking down files from inappropriate sharing.  There are also plenty of systems and companies that have very limited protections and instead rely on the integrity of the users to maintain control.  Look to find solutions that provide the right amount of protection but still allow the flexibility to keep your users efficient and productive. 

Millennia Group has been providing workflow and document management solutions since 1996.,, (630) 279-0577

My PDFs are Dazed and Confused

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.    

Many users will receive a single, giant PDF that contains upwards of 1,000 pages and 50 documents for a transaction closing.  Search is complicated because a user either needs to know the document exists in the PDF or they need to use the full text search capabilities to find it.  And then try sharing just one of those 50 documents with another user, it’s quite an effort to split the one document out of the whole PDF.

The other frequently encountered situation is that a document is so large that it could not all be scanned as one document.  We see that the document is then scanned as Part 1 and Part 2 or the main document as one PDF and each exhibit as PDFs.  It is not efficient to work with and have to open multiple documents to get the whole picture.  It is also imperative to keep all parts together so a user doesn’t mistakenly believe they have the whole story when they don’t.

On the flip side, we understand that the users of our document management system want to make it easy to send information to others.  Users want to gather up the documents they want and merge them into a single PDF that they can email out.  Or the users want to (gasp!) print out multiple documents all at once.

It’s all about making life easier for the users and giving them the flexibility that they want.  Of course, that means that your document management solution needs to have these split and merge functions.  Or the users need to be trained how to use the functionality in Adobe Acrobat so they can manage these tasks outside of the document management system.  Either way, the requirement is flexibility and the end result is optimal efficiency.

Millennia Group provides flexible workflow and document management solutions to optimize your users efficiency.,, (630) 279-0577

Active vs Final – Revisited

Via Flickr - Martin HostThe good thing about this blog is that I don’t really need to have answers.  That is especially good since I am re-visiting the discussion about working documents versus final documents.  It comes up in most every discussion about effective document management – how do I have one system that provides the functionality that I need for both working documents and final documents.

Recall from our earlier post about how creators of working documents tend to like fast and simple – a system where the user can create any collection of folders and subfolders to suit their needs and drag and drop files at will.  A user of final documents requires structure and certainty because having quick access to the right documents gets the job done.  However, at some point the documents in that web of active folders become the source of final documents.  So, is the method of transition from one status to the other the answer, are document police the answer or should there just be two systems?

If you have a system that permits unstructured data to be worked on in a folder hierarchy of your own creation and it provides for some type of batch tagging or indexing so that when finalized the files can be easily migrated over, you might have a winner.  But someone will still need to determine that the documents are final and which documents need to be retained.  The user will also then need to migrate the documents to a final status and at that time, make the proper associations so that other users can find the documents.  Work still needs to be done.

This could be where the document police come in.  they might be responsible for knowing when a deal or project is considered complete and then they spring to action.  The police make sure that the documents are tagged and indexed and migrated to the final status.  The problem with this is that not all situations are large batches of files like when there is a merger or acquisition or deal of some type.  In many cases it’s just a situation where the user is creating a new versions of a legal contract or PowerPoint presentation.  The document police are not going to be able to keep up on all of these daily users and their working files.

Two systems is the bane of the organization and the IT department.  Two systems means that there are two places to find information.  Two applications to manage security.  Two places to back up.  Two places that may actually have the same documents.  But, if the two systems can talk or share some information, even just a little information, maybe a transition method could exist.  Free and Open system just needs to pull one or two pieces of information from Final system at the beginning.  Then, when Free and Open system is finished, it passes those one or two bits of information to the Final system and it jump starts the identification process.

There is no right answer to this issue because every organization will function at its maximum efficiency in its own learned way.  You will know that you need to change the approach only when the efficiency level is deteriorating and users start to complain or make mistakes.  We are always looking at ways to help make our clients more efficient and this is one area that is constantly under discussion.  We will get there and when we do, we will let you all know.

Millennia Group is a document management and workflow solution provider.,, (630) 279-0577 x122

The Next Big Thing

Via Flickr - Christian SchnettelkerI participated in a webinar recently sponsored by Realcomm, an organization devoted to the advancement of technology for the commercial real estate industry.  It was about the future and hype verses reality.  My contribution was squarely on the reality side as I described how our real estate clients gain efficiency by using workflow to automate document oriented business processes. 

You might think, “do we still have documents?”  The answer in my world and the foreseeable world of our Fortune 5000 clients is, Yes.  Documents may not be in paper form any longer, but documents of some type (spreadsheet, PDF contract, etc.), are the support for data and todays decisions.  But to see the future, the next big thing, you need to believe in the internet of things (IoT), artificial intelligence (AI) and virtual reality (VR).

There is no doubt that all of these big ideas are actually in use today and most likely touch our lives.  Buildings you work in might have elevators, chillers or pumps that are constantly communicating maintenance information that is reviewed and proactively managed.  Your phone can answer your questions via AI.  You may buy a house with only a virtual walk-through.  And doctors are receiving surgical training using VR.

What I found interesting about these big ideas was how they can and probably will transform our daily lives.  Artificial intelligence will lead us to roadways full of driverless cars.  Consequently, your local mall will have a spot for you to stop and exit your car, and then your car will drive itself to a parking lot a mile away until you are ready to have it come pick you up.  You will be able to virtually place a piece of furniture into your own virtual home to see how it fits before you purchase it. 

It is a benefit to all of us that there are people thinking far enough ahead on these issues.   Investment decisions, infrastructure projects and ideas that effect our daily lives need advanced planning and vetting.  Making todays reality more efficient also takes planning and vetting and the payoff period is probably long as big ideas always need big lead times.

Millennia Group, LLC provides workflow and document management solutions., or (630) 279-0577

Keeping it simple is not always the answer

via FlickrRecently we helped a client convert a small amount of paper documents related to a one time transaction into PDFs.  The PDFs would simply be in a folder and viewed or emailed as needed.  To keep it simple the files could be named in a structured format, ie. “ABCCo-Contract-060116-Brazil-Engine-D-JF.pdf”.  Most of that short hand is clear except the “D” is for diesel engines and that the Sales Rep was John Franklin?  Seemed simple enough and so we proceeded based on the clients requirements. 

In this case, the volume of documents was small, but the documents had a significant amount of descriptive information that could be captured. Each piece of information could be captured in a document management system database and ready for user searches. For example, find all contracts for Brazil or all diesel engine contracts.  So here is the issue – do you capture all of the rich information when converting the documents or do you keep it simple because sometimes simple is better?

In general, the answer probably has to do with the quantity of documents and the fact that this is a one time event.  If there are only 100 or 200 documents, the downside risk of using shortcuts is minimal.  A user could easily scroll the list of documents and with relatively good abbreviations, would find what they were looking for.  And if there ever was a need to pull these documents into a fully searchable document management system, it is not a gargantuan effort to go back and capture each piece of information. 

The decision would and should change if there were 10,000 or 100,000 documents involved.  First of all, there will generally be a need for automation to efficiently convert such a large quantity of documents to digital format.  That automation will include the use of a database and batch processing, which will make it easier to capture the full descriptive information.  Batch up all contracts for Brazil and scan them all at once and therefore, each document in the batch will automatically be associated with Brazil.

Secondly, it is also more reliable in a process involving that many documents and multiple data entry people to capture actual descriptions rather than rely on each person to always abbreviate in the exactly the same way.  The sales rep could be referred to as JF or JohnF or JFranklin.  Better yet, it should be a selection from the drop down list of known sales reps.

Besides quantity, the most important consideration though, concerns the next user that might need to find the document or documents.  We have all moved at least once in our lives and so we are all familiar with trying to find something that is still packed in a box.  A room with boxes is not so bad.  A garage and basement full of boxes with little to no description is not fun.  The more information written on the box the faster you will find that treasure you were looking for.  It’s just that simple.

Make my day – delete those records

via Jay Gorman from FlickrRecords retention and records management are very important principles in dealing with corporate information.  Records management being the overall guide book for employees on to how to store and classify information.  It is also about proper management of that information including legal holds (don’t destroy if litigation is in process), access to information and records retention.

Records retention is basically an information destruction plan based on business or legal requirements.  A business doesn’t necessarily want the burden of securing confidential, but outdated information for ever – ie. former patient records.  Creating a records management policy and records retention schedule requires a lot of effort and yet the actual deletion of records is a very difficult step to take. Here are some thoughts on how to feel better about pulling the trigger.

First, you need to get comfortable that you can properly identify and segregate information.  For instance, you need to have confidence that you can tell the difference between a current customer and a former customer.  Once you have the list of former customers, you need to understand how many years it has been since the last activity with that customer.  Now that you know and feel good about the subset of information that qualifies for destruction, the actual destruction is much easier.

Also, think through the reality of older information.  It is quite possible that 10 years ago you may not have been tracking as much information about the customer and their activities.  For instance, you may not have been tracking the country of origin of the source materials in their products that you purchase.  The older the information is, the less relevance it has to how you run your business today.  Provided the legal requirements to maintain those records has passed, fire up the shredder.

In regards to destroying paper documents that you have in digital form, the same prior comments apply, AND you have a digital copy.  We definitely have witnessed a growing willingness to destroy the paper copy after a review of the scanned version.  Some executed legal documents like contracts and certainly deeds and bank notes are retained in hard copy even-though the documents were scanned.  That makes sense.  But if you have a scanned version and you have taken steps to ensure that it is not tampered with, you really don’t need a paper copy of most documents.  It is called the Best Evidence Rule and it applies in most if not all states and at the Federal level.  Confirm your particular requirements.

So, make sure you have a retention policy that provides clear guidelines on when information types or classifications can be destroyed for business and legal purposes.  Make sure you can clearly identify and segregate the information on that basis and remember that old information is really not that useful anyway, then pull the trigger.

Millennia Group has been providing document management solutions since 1996.,

Clutter of a different kind

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.

Companies can use de-duplication tools, send out corporate dictums, use team sites and many other potential options to decrease the level of file duplication and user frustration.  The issue is an actual drain on company resources as users try to determine which file is the final file – opening two, three or more copies just to make sure.  A big, time waster.

De-duplication is a software process that can help determine if two or more files are the same.  At a basic level, these tools will use the windows file data to make a determination; file name, file size, time stamp, file type.  More sophisticated tools will actually look at the content within files to make that determination, but that is usually limited to Word, Excel and email files and not scanned documents.  No matter where the files are found on the network, this process can eliminate duplicates.

Having a document management system in place and management that encourages its use, will help keep duplicates to a minimum since file additions can be intelligently controlled and versions effectively managed.  One possibility is to show a list of similar or related documents to a user when the user is trying to upload a new file.  For instance, uploading a file for a client and job number will highlight all of the other files already loaded with that same information.

Team sites in your document management environment will encourage users to share documents with the others via that site and not via email.  That will definitely cut down on duplicates.  And team sites also have the version control functions built in, so creating duplicates should be less of a problem – at least for those that don’t love to use V1, V2, V3, etc.

Cutting down on file sharing via email, using team sites with version control, having management build a culture of organizational efficiency and the occasional de-duplication effort can really help create a clean file system.  Start with de-duplication and then adopt the other ideas and explore even more options and you and your users will be happy with the results.

Think Smaller, Deeper and Wider

Via Ed Uthman at Flickr.comThese words, Better, Faster, Cheaper, are heard often during many corporate sales efforts – “our product will help you do that Better, Faster and Cheaper.”  Everyone especially likes to purchase software that makes a process, Better, Faster and Cheaper.  The key to achieving that promised success is know what the process is – really know and understand it.

There are plenty of examples where very complex software solutions were created that replicated an existing paper or manual process.  The problem was that the process wasn’t fully understood and not very efficient in the first place so you have an application that may not be Faster, Better or Cheaper.  You need to change the way you think when designing a workflow.

Breaking down a process step by step and understanding the rationale for each step is important, but so is a high-level view.  Getting the true understanding of what the process is, and needs to be, will be much easier to design and build as a digital workflow.  Always ask the question “why is that task necessary?”.  If the answer is that it has always been done that way, take a deeper look.

It is very helpful to document or flowchart the existing process to make sure that all steps are known.  And it is critical to be very detailed about the descriptions of each step.  Users get so familiar with a process that when describing it for the first time they leave out the details that are ingrained.  What is it that always require special handling or takes you out of the normal process – identify those things. 

Once all of the details are known, that is when you can really look at the process and determine if all of those steps are necessary.  You will also be able to analyze each step to see what technology can do to improve a step.  For instance, if a step required that some other system or data needs to be reviewed, see if that data can be integrated and available to the user within the same interface.

Don’t just have the people that are involved in the actual process participate in the design.  Have others in the company who use or rely on the results also provide feedback on what they really need out of that process.  They may have been dealing with the data as is and not realizing that it could be much better data.

At the end of the day, it is not possible to get the best results with incomplete or inaccurate information.  To achieve Faster, Better, Cheaper you have to think Smaller, Deeper and Wider.

Collaboration – Group Chat vs Workflow

By Ron Mader via FlickrThe past five or so years have been filled with plenty of talk about and some success in the area of collaboration.  Collaboration being defined as multiple people fully engaged and involved in a single work effort.  The end goal of any collaboration is that the combined effort produces superior results, ie. a better decision, a better product, a better presentation.

Much of the success in the field of collaboration has come in the area of communication, such as messaging applications like Slack or AIM.  These applications improve the communication and are instant and flexible including group chats.  Other areas of collaboration, like co-creating documents, such as a live spreadsheet or text document, have not been adopted as quickly.  But this form of collaboration has historically been linear, passing from person to person.  So can the non-linear form of collaboration (live group editing) be a better approach for working with documents?

Here are two examples of situations that require collaboration on a document; creating a PowerPoint presentation and negotiating a contract.  In the case of the PowerPoint presentation, it is very conceivable that one or many users could benefit from having the slides up and each user making minor modifications in real time for all to see.  Communication would be verbal in this situation. As long as all participants felt like their voice was heard, it can be an effective method to generate a good end product.

For the negotiation of a legal contract, most likely including users outside of the company, it is much less likely and almost inconceivable that both lawyers would have the document up and making live changes towards a final document.  There may be live discussion, but not likely live edits.  Negotiating a contract seems to fit the linear workflow model.  The collaboration tool needs to accommodate the use of comments or notes and notifications and provide time for private contemplation and discussion. 

Assisting with all forms of collaboration is the concept of version control where the document management system ensures all versions are saved and only the most recent version of a document is visible.  Many users can make modifications provided the document is not “locked” by another user that is editing it.  This form of collaboration seems to benefit the linear model the most.

Workflow can also be a great collaboration tool and it is predominantly linear.  Linear workflow utilizes the concept of versions and also includes messaging.  The steps in the process are generally known so the process of collaborating is preconfigured or controlled.  User 1 creates the document and sends it to User 2 for review.  User 2 either approves that document or makes changes and sends it back for review.  Eventually the document goes to User 3 who takes action on it such as sends it to the customer or pays the bill. 

Which method is best is dependent on the need and circumstances.  A non-linear, group solution to the look and feel of a marketing piece may very well be accomplished best in a group session.  Whereas the drafting and negotiating of a legal document may require private consideration and consultation, so more of a linear approach.  There is also the need to understand the current and future staff and their willingness to change to either a workflow method of collaboration or the non-linear, real-time collaboration.  Either way, you should have a collaboration solution that can match the needs of your process and staff to get the best end result.