Having clean data is important for running any business. Clean data being defined as accurate, suitable for its use, organized and complete. Clean data means revenue is maximized, the IRS stays at bay and your strategy sessions are effective. However, what once seemed clean can end up looking very dirty when that data is exposed through a different lens.
What worked as good data in the old accounting system may fall short in a new system. A well-organized network drive full of supporting files can look like a spaghetti bowl when trying to migrate the files into a document management system. No big deal if the data isn’t perfectly clean, it’s worked so far. That may be true, but what are you missing out…
A little can go a long way
Given that we are coming up to the end of the year, we thought it would be helpful again this year to provide some ideas on how to use your time wisely, if and when projects and meetings slow down at year end. In order to have this supposed time available does presume that you are working. However, even some simple changes or small efforts can produce a tangible and noticeable effect across the company.
Change can be difficult but also extremely rewarding. Reach out to your co-workers, talk to others in your industry or even just friends and family about new things they are doing at work (that make their lives easier). Best of all, talk to existing vendors that you trust and like to work with…
Just like people, Bots are diverse
We have been researching the idea of creating a Bot as an enhancement to our workflow and document management solution. The struggle is defining what this Bot is going to do. There is no single definition of what a Bot is or how it can be used, but we generally think of it as a process automation tool.
Despite “Bot” sounding like it could be a piece of equipment, ie. RoBOTic Process Automation, it is generally a software solution that could be mimicking human thought process or even keystrokes. There are a lot of thought processes and physical processes that could be automated. Is there an ideal use of such a diverse and powerful tool?
There is probably a Bot being developed that collects the mail delivered to the office, opens it, scans…
Blockchain vs AI vs Bob
Regardless 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….
Blockchain will have some utility in some specific…
Where isn’t that file?
First, 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…
Optimism sends a good message
We 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…
Yes, we are optimistic about some of these technologies, namely AI and bots. A bot is essentially a digital assistant. You’ve…
Tag and push is not a playground game
Companies, 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?
The first step is to make sure you simplify and standardize the archive hierarchy. Consolidate the silos of documents into one, organized repository. This should be separate and…
I admit, machines are smarter than me
Machines 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…
Support your local decision maker
Hard 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.
Where possible, you can require double entry of key information and the entries must match to confirm. This is…
The Ideal plan may not seem ideal
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?
Using a phased approach is common when implementing big corporate wide applications. ERP implementations come to mind where the initial phase might include rolling out the accounting module then subsequent phases add the CRM module,…