Why RF6Cloud is the lowest cost and easiest way to solve any Content Management need

by Frank 8. December 2017 06:01

Why is RF6Cloud such a big improvement on the old Enterprise Content Management, Records Management, Document Management paradigm?

The Old Model

As Knowledgeone Corporation, we have worked with the old model since 1986. Big upfront software costs, big annual software maintenance costs, expensive computer hardware and software, extensive and expensive consultancy and training programs, expensive IT support.  Yes, it worked but it was and is very expensive and it takes a very long time.

The New Model

As RF6Cloud, our new company and new paradigm, we set out to change and disrupt the industry. The same end result but a much faster, much less invasive and much less expensive process to get there.

What you don’t need with RF6Cloud

Because we host the solution ‘In the Cloud’ you don’t need expensive servers and software. Because we run and maintain everything, including taking your backups, you don’t need IT people. Because we provide a pre-configured solution and an easy way for you to upload all your data and standards you don’t need weeks or months of expensive consulting.

Because we have created a whole series of online training courses on our YouTube channel plus detailed online help you don’t need weeks of onsite training courses.

Free Support

You also won’t get any ‘do not reply’ emails from us either and you don’t need to spend hours on our website trying to find our how to contact us. Just click on Contact Us and ask your question. We respond to each and every contact. We welcome your input and questions. We look forward to hearing from you. Online support is free.

Management Console & Dashboard

We also provide you with a management console and dashboard so you are always in control of your app.

A single low-cost monthly subscription

A complete, secure, scalable and robust solution for just a few dollars per month per user. There is nothing else to pay.

“Much less than the average employee spends on coffee each month.”

A no-obligation free one-month trial

If you are still nervous, sign up for our one-month free trial. It’s the full solution and you get full service during the trial. Please put us to the test, we are happy to accept your challenge.

It’s your Data

If you decide not to proceed after the trial, we promise to delete all of your data and if required, even provide you with a backup before deleting your data. The same goes for any time in the future should you decide for any reason to cancel your subscription. We will provide you with a full backup of your data before deleting it. That is a guarantee.

Still have questions?

Please ask away Contact Us

 

 

Knowledgeone Corp announces ’Really Useful’ Apps in the Cloud

by Frank 23. March 2017 06:00

After 34 years, it I finally time for us to be a disruptive force in the Information Management industry.

We have leveraged off our industry knowledge, experience, expertise and our core product RecFind 6 to create a number of what we call “Really Useful Apps in the Cloud.”

This is a new deployment model for us and it provides a very low cost way and very easy way to ‘roll out’ information management applications for small to medium customers and ‘cash-strapped’ small departments in large organizations. No computer room, no servers, no consultants, no trainers and no IT staff required. We manage everything, including backups; all the customer has to do is sign up and use the App.

This is the easiest and lowest cost way for any organization to profit from really useful, state-of-the-art core business applications.

 All of our new Apps are “Powered by RecFind 6” which since 2009 has proven itself to be one of the world’s best regarded information management solutions. It is fast, stable and scalable and ultimately configurable to solve almost any business process need. The initial Apps are:

 

Records Management

Manage all of your physical records including File Folders, Documents and Archive Boxes. A full complement of RM functionality including searching, reporting, classification, retention and tracking. Track records using fixed and portable barcode readers. Meet all compliance requirements.

Records & Document Management (eDocs) 

All the functionality of our Records Management App plus the functionality to capture, classify, index, OCR and manage all types of electronic documents including Word, Excel, PowerPoint, Emails, scanned documents, photos, images, drawings, plans, etc. Meet all your eDiscovery needs

Asset Tracking

Register, track and value all of your important assets. Utilize workflow and email alerts to ensure all tasks are completed. Use scheduled reports and saved searches to alert you to all pending actions. Track all of your assets with fixed and portable barcode readers. Easily produce reports for management.

Software License Tracking

Record and track all of the software used in your organization. Utilize workflow and email alerts to ensure all tasks are completed. Easily manage reviews, renewals and maintenance. Know exactly what software you have and what licenses you have. Easily produce reports for management.

Contract Tracking

Record, manage and track all of your contracts plus all actions including reviews and renewals. Capture all original electronic documents (including all new versions of a contract) and emails. Utilize workflow and email alerts to ensure all tasks are completed. Never lose track of a contract or contract renewal again.

Collection Tracking

The ideal solution for any collection both large and small. Perfect for museums and art galleries as well as private collections. Record, value and revalue any valuable item. Track items in and out of your collection using both fixed and portable barcode readers. Record the details of the ownership and provenance. Record and manage the details of all insurance including renewals. Add photos and videos to better record and display your collection.

Work Tracking

The ideal solution for any small business to record and track assigned work, especially when dealing with contractors. Ideal for property management or any project involving the management of work orders. Record and track each assigned work order with workflow and email alerts for due and overdue matters. Automatically notify key people when work is completed or overdue. Never lose track of work again. 

Accounts Payable Tracking

Capture invoices, purchase orders and delivery dockets. Register all of your suppliers and supplier contacts plus all the people responsible for approving invoices in your organization. Once an invoice is received, utilize workflow and email alerts to manage the approval process. Produce management reports for invoices received, paid and unpaid. Easily track the progress of any invoice throughout the approval process.

Membership Tracking

Suitable for all membership management applications. Record the details of each member, be automatically advised of all due renewals. Use the bulk email feature to email all or selected members with notices, updates, newsletters, etc. Produce management reports, search for and select members by criteria. Automatically email members when their membership is due for renewal. Have complete control of all membership matters.

HR Tracking

Capture and record the details and histories, including job offers, applications, resumes, previous job history, etc., of all your employees.  Automatically manage and record all employee reviews. Automatically advise managers when reviews are due and overdue. Use the bulk email feature to select all employees or groups of employees for news updates, policy updates, etc. Manage all leave applications. Ensure that you are meeting all industry compliance standards.

Pricing

All Apps are provided on a low cost monthly subscription model based on the number of user licenses selected by the customer.

Other Costs

The low monthly subscription cost is all the customer will pay unless it requires ancillary services like us uploading and formatting its data (as opposed to the customer’s staff entering it manually using our browser client). We do offer optional services because we know from our 34 years of experience that not all customers will be self-sufficient. Unlike many online applications, if a customer wants help, we will provide it.

Free Support and Training

Support is free via email or using the support form on our website. We will also provide demos and training courses free of charge, also on the website.

We have built a new website and a new fully automated provisioning and delivery model. This is an ‘Amazon-like’ model where we intend to provide all the Apps the big guys provide but at a much more cost-effective price and delivered instantly over the Internet. The quality will be at least equal and the support will be both free and, we believe, better.

Over time we will add more Apps to our portfolio and plan to respond to customer demand. That is, if there is enough demand for a particular App, we will build it and add it to the list.

Sanctity of the customer’s data

We will host in the USA, Canada, the UK, Australia and New Zealand to begin (other countries later). It is most important to host a customer’s data at a compliant data centre in the data’s country of origin. The customer’s data is protected, key fields are encrypted and the data always belongs to the customer; we claim no rights over customer data. When a customer leaves the service, or when requested, we will provide them with a SQL Server backup of their data. Importantly, we do not hold financial data of any kind including bank account and credit card details. All financial data is held separately by our banking partners.

This new service will be launched on July 1, 2017.

Moving your Records to the Cloud, a Checklist

by Frank 15. February 2017 06:00

You or your boss have decided to move your records management processing to the Cloud, that is, to a Cloud based records management solution.

Typical Scenario

Currently, you run a legacy records management system on old servers somewhere in the computer room. You are aware that the records management software you are running is old and out of date and no longer supported. You also suspect that the server and operating system and databases software are similarly old and out of date. You also have no confidence in the backups and don’t think your server is included in any Disaster Recovery Plan.

The boss recently attended a risk management seminar and came back full of enthusiasm and focussed on minimizing processing risks. Yours records management system was identified as a big risk because you are responsible for 1.5TB of company data, documents and emails going back 20 years. The boss delegated to you and said, “Get it done!” Where do you start?

You could just call up a selection of records management software vendors and ask them to provide quotations but without prior research and preparation on your part, what you receive back will not be apples to apples. Each vendor will see the problem differently and you will spend a lot of time trying to answer a plethora of often confusing questions. There will be no clear conclusions and it will be difficult to make a selection of vendor or even know what you will end up with.

Take Advantage of the Opportunity

Alternatively, as you have already decided that a new software solution is required, it is a great time to re-evaluate everything you hold and everything you do. This is the time to cull and to modernize and improve all of your business processes. Please don’t, under any circumstances, be convinced by anyone to try to transfer your in-house mess to the Cloud, that would-be anathema.

Instead, plan on instructing the vendors on how you want to go forward, not on how you process now. Do your research and culling and modernizing and produce a report before you call in the vendors.

Cull and Simplify

The first job is to research exactly what you have in your database and associated physical files both in-house and at offsite record centres. You are going to need help from someone who is still an expert in your legacy system and you are going to need help from IT when trying to analyse the contents of your database. Nevertheless, get the help you need and then produce a list of all holdings, both physical and electronic. Do your best to find out exactly what is being held by offsite storage companies.

This isn’t thankless work because if you do your job well there is the very real potential of saving your company a lot of money in both floor space and offsite storage costs. Let’s be a hero.

Use your retention schedule and obtain management decisions to cull as much as possible, both electronic and physical. If in doubt, lean towards “throw it out” rather than “let’s hold on to it just in case.” If you haven’t had cause to reference something in 7 plus years, it is extremely unlikely that you ever will so, as you walk around the filing areas, repeat this mantra under your breath, “If in doubt, throw it out!”

Now look at your business processes, how old and manual and inefficient are they? For example, do end users have to fill in forms and submit them to records when trying to find something or can they just login and find it in seconds?

Please avoid the “we do it this way because we have always done it this way” syndrome. Be brave, be innovative, think outside the square; this is your time to shine! Sit down with users and ask them how they would like the new system to work. There are three magic questions you can always use to solicit the answers you need.

1       “What are we doing now that you think we shouldn’t be doing?”

2       “What aren’t we doing now that you think we should be doing?”

3       “What are we doing now that you think we can do better?”

Document your new business processes.

Produce a report

We aren’t talking about a magnum opus, all we need is a short, concise report that lists all the holdings after culling as well as your ‘new’ required business processes also suitably culled and modernized.

As we are going to provide this report to vendors to begin the quoting process we also need to include information on your operational and security requirements. You will need help here but it doesn’t really matter if your report isn’t 100% accurate, at least for now. What you are primarily interested in is getting an apples to apples response from your chosen vendors. If it later turns out that you need 60 users not 50 users or 3TB of storage rather than 2TB of storage or an average half second response time as opposed to a 1 second response you can easily get the vendors to adjust their quotes.

In other words, don’t agonize over whether or not your report is perfect (it can never be anyway) just make sure it is logical and makes sense and reflects your needs at a point in time.  You are guessing about what future usage and processing needs will be anyway because lots of things will change when the new records system is rolled out.

What to look out for

The following is a guideline, not an exhaustive or complete list. It should be a subset of your requirements.

  • Make sure the vendors understand that your data needs to be stored in the country you nominate.
  • Make sure that the records management software includes the functionality you require. Try not to be too prescriptive, leave room for the vendor to tell you how they would solve your problem with its unique solution. Be cautious about ‘optional’ features that may or may not be in your implementation.
  • Make sure the contract includes the vendor capturing and importing all your data and documents in agreed formats.
  • Make sure your system is fully redundant. Obviously, the safer it is and the more redundancy you have the higher the cost. It’s a trade-off, argue with your masters for the highest possible level of redundancy.
  • Get commitments of support that meet your needs.
  • Get commitments on planned and unplanned downtime that meet your needs.
  • Get commitments on backups that meet your needs.
  • Get commitments on bandwidth and response time that meet your needs. Remember that there are two connections to worry about; your company’s connection to the Internet and the data centre’s connection to the Internet. Be aware of possible bottlenecks.
  • Get commitments on data centre redundancy. What happens if their internet connection fails or their power fails?
  • Make sure that your data is as secure as possible. Ask them what international and government standards they meet on data security.
  • Make sure that you are able to dynamically grow or shrink your requirements; it is a foolish person who thinks he/she can accurately predict the future.
  • Make sure that there is an out clause in your contract; look carefully at any termination clauses. You want an ongoing assurance of service but you do not want to be locked in and you do not want to have to pay unfair or unreasonable penalties if you terminate.
  • Make sure that there are sensible clauses to handle disputation.
  • Make sure that your data always remains your property. Don’t allow the vendor to exercise any lien on your data in the future. Your data should always be your property and you should always have access to it no matter the circumstances.
  • Make sure that you clearly understand and agree with the billing algorithm; if it appears too complex then it is too complex. Please don’t give your accountant anything that will be a nightmare to reconcile every month. Don’t sign until you know exactly what your monthly subscription cost is going to be.

References

And finally, as always, ask for references. Other people have been down this road and it behoves you to learn from their experiences. Don’t just call them, go and visit them and spend time asking for their opinion. Use your 3 magic questions again.

1       “What did you do (moving to the Cloud) that you now think you should have done differently?”

2       “What did you do that you now think you shouldn’t have done?”

3       “What didn’t you do that you now know you should have done?”

Then it should just be a matter of selecting a vendor, agreeing a project plan and making it happen. If you have done your homework, it will be far easier than expected.

 Good luck.

How to clean up your shared drives, Frank’s approach

by Frank 22. August 2014 06:00

In my time in this business (enterprise content management, records management, document management, etc.) I have been asked to help with a ‘shared drive problem’ more times than I can remember. This particular issue is analogous with the paperless office problem. Thirty years ago when I started my company I naively thought that both problems would be long gone by now but they are not.

I still get requests for purely physical records management solutions and I still get requests to assist customers in sorting out their shared drives problems.

The tools and procedures to solve both problems have been around for a long time but for whatever reason (I suspect lack of management focus) the problems still persist and could be described as systemic across most industry segments.

Yes, I know that you can implement an electronic document and records management system (we have one called RecFind 6) and take away the need for shared drives and physical records management systems completely but most organizations don’t and most organizations still struggle with shared drives and physical records. This post addresses the reality.

Unfortunately, the most important ingredient in any solution is ‘ownership’ and that is as hard to find as it ever was. Someone with authority, or someone who is prepared to assume authority, needs to take ownership of the problem in a benevolent dictator way and just steam-roll a solution through the enterprise. It isn’t solvable by committees and it requires a committed, driven person to make it happen. These kind of people are in short supply so if you don’t have one, bring one in.

In a nutshell there are three basic problems apart from ownership of the problem.

1.     How to delete all redundant information;

2.     How to structure the ‘new’ shared drives; and

3.     How to make the new system work to most people’s satisfaction.

Deleting redundant Information

Rule number one is don’t ever ask staff to delete the information they regard as redundant. It will never happen. Instead, tell staff that you will delete all documents in your shared drives with a created or last updated date greater than a nominated date (say one-year into the past) unless they tell you specifically which ‘older’ documents they need to retain. Just saying “all of them” is not an acceptable response. Give staff advance notice of a month and then delete everything that has not been nominated as important enough to retain.  Of course, take a backup of everything before you delete, just in case. This is tough love, not stupidity.

Structuring the new shared drives

If your records manager insists on using your already overly complex, hierarchical corporate classification scheme or taxonomy as the model for the new shared drive structure politely ask them to look for another job. Do you want this to work or not?

Records managers and archivists and librarians (and scientists) understand and love complex classification systems. However, end users don’t understand them, don’t like them and won’t use them. End users have no wish to become part-time records managers, they have their own work to do thank you.

By all means make the new structure a subset of the classification system, major headings only and no more than two levels if possible. If it takes longer than a few seconds to decide where to save something or to find something then it is too complex. If three people save the same document in three different places then it is too complex. If a senior manager can’t find something instantly then it is too complex. The staff aren’t to blame, you are.

I have written about this issue previously and you can reference a white paper at this link, “Do you really need a Taxonomy?”

The shared drives aren’t where we classify documents, it is where we make it as easy and as fast as possible to save, retrieve and work on documents; no more, no less. Proper classification (if I can use that term) happens later when you use intelligent software to automatically capture, analyse and store documents in your document management system.

Please note, shared drives are not a document management system and a document management system should never just be a copy of your shared drives. They have different jobs to do.

Making the new system work

Let’s fall back on one of the oldest acronyms in business, KISS, “Keep It Simple Stupid!” Simple is good and elegant, complex is bad and unfathomable.

Testing is a good example of where the KISS principle must be applied. Asking all staff to participate in the testing process may be diplomatic but it is also suicidal. You need to select your testers. You need to pick a small number of smart people from all levels of your organization. Don’t ask for volunteers, you will get the wrong people applying. Do you want participants who are committed to the system working, or those who are committed to it failing? Do you want this to succeed or not?

If I am pressed for time I use what I call the straight-line-method. Imagine all staff in a straight line from the most junior to the most senior. Select from both ends, the most junior and the most senior. Chances are that if the system works for this subset that it will also work for all the staff in between.

Make it clear to all that the shared drives are not your document management system. The shared drives are there for ease of access and to work on documents. The document management system has business rules to ensure that you have inviolate copies of important documents plus all relevant contextual information. The document management system is where you apply business rules and workflow. The document management system is all about business process management and compliance. The shared drives and the document management system are related and integrated but they have different jobs to do.

We have shared drives so staff don’t work on documents on ‘private’ drives, inaccessible and invisible to others. We provide a shared drive resource so staff can collaborate and share information and easily work on documents. We have shared drives so that when someone leaves we still have all their documents and work-in-process.

Please do all the complex processes required in your document management system using intelligent software, automate as much as possible. Productivity gains come about when you take work off staff, not when you load them up with more work. Give your staff as much time as possible so they can use their expertise to do the core job they were hired for.

If you don’t force extra work on your staff and if you make it as easy and as fast as possible to use the shared drives then your system will work. Do the opposite and I guarantee it will not work.

Using barcodes to raise productivity and lower costs in Records Management processes

by Frank 6. August 2014 06:00

Did you know that in the spring of 1969 the first true bar code systems were installed? One went into a General Motors plant in Pontiac, Michigan, where it was used to monitor the production and distribution of automobile axle units. The other went into a distribution facility run by General Trading Company in Carlsbad, New Jersey, to help direct shipments to the proper loading-bay doors.

Did you also know that the very first product to be sold with a barcode and scanner was a single packet of chewing gum at a Marsh supermarket in Troy, Ohio on June 26, 1974?

Both these interesting facts came from an excellent article on the history of barcodes by Tony Seideman. Please see this link.

The overall advantages and benefits of barcodes are well known; speed, accuracy, ease of implementation and cost-effectiveness.

In a nutshell, barcodes are cheap to produce, easy to implement and easy to read. They are infinitely better than a human keying in information. Barcodes are reliable and they just work.

Modern supermarkets simply couldn’t function without barcodes on products and barcode readers at checkouts.

Most well-run records management facilities also use barcodes to great advantage to track file-folders and boxes, run audits and speed up the entering of information. Most offsite records storage facilities use barcodes to track boxes on shelves. It is what we call a “no brainer.”

However, despite the obvious benefits, especially the cost benefits, many organizations today still manage physical assets bereft of barcodes. You may well ask “why?” and so do I. Given the low cost of both barcodes and barcode readers and the well-proven technology, I honestly can’t think of any reason for not using barcoding technology to manage physical assets like file-folders and archive boxes. It just doesn’t make any sense whatever to me. It is analogous to running ten miles to deliver a message rather than just phoning or texting. How many messages a day can you deliver by running and how many can you deliver a day by phoning or texting?

Why ask staff to write down file-folder numbers or enter them on a keyboard when you can ‘wand’ or 'scan' them much more accurately and infinitely faster using a barcode reader? Why put up with processing 20 file movements a day by hand when you can easily process 200 a day using a barcode reader?

If you have 30 file-folders on your desk that you have to process why would you do it manually by keying in each file number (and making mistakes) over 30 minutes when you could process the same number of file-folders in 30 seconds using a fixed barcode reader (and not making any keying mistakes)?

When you have 500 file-folders to add to archive boxes provided by your offsite storage provider why would you take hours to do it laboriously with lists and the keyboard when you could do it in minutes using a barcode reader? Simply use your portable barcode reader to read the box barcode then read each file-folder barcode number as you add it to the box and then read the box number again when finished to complete the transaction. What could be faster or simpler?

So, what do you need to convert your slow and error-prone manual-entry records management processes to fast and accurate barcode-enabled processes?

1.       A records management software package that supports barcodes (I don’t know of any modern RM system that doesn’t)

2.       *A supply of pre-printed barcodes (or you can print them out of your records management software package)

3.       Some fixed or wedge barcode readers (expect to pay $150 to $250 each)

4.       One or more portable barcode readers (expect to pay $1,000 to $2,000 including cables, battery chargers, etc.)

*A word on barcode labels. It pays to make them as durable as possible. This usually means laminating them as un-laminated barcodes produced on a laser printer tend to have a short life expectancy. The easiest way to obtain high quality, laminated barcode labels is to order them from a specialist print house. This way you can specify exactly what you need in terms of format and size and be assured of a long life and reliability. Nothing frustrates more than a worn barcode that doesn’t read properly.

Of course someone has to stick the barcode label on the file-folders and then tell the computer system (i.e., file-folder number AB/2003/00067 is now barcode number 1000049). You have a choice of how to do this. If you don’t have too many file-folders you can bite the bullet and add them all as a special project. Or, you can decide just to add them to every new file-folder created and to add barcodes to existing file-folders when they cross your desk. It is your decision based on volume and resources. However, you need to invest the effort to reap the benefits.

Then if you really want to benefit you will assign a different class of barcode to ‘locations’. That is, offices, shelves, rooms, etc., and even people. This is so you can do an audit on a regular basis using your portable barcode reader. Wouldn’t it be nice to know where everything is and even, where some things aren’t?

Finally, assign yet another set of barcodes to your archive boxes so it is as easy and as fast as possible to move file-folders into and out of archive boxes.

The above describes just the simplest application of barcodes but even so, the benefits and cost savings are significant. The more creative of you will comes up with many more ways to make barcodes pay big dividends. We have one customer for example, that automatically allocates barcodes to emails in Outlook to make them easier to monitor and track both electronically and physically. See this link:

Barcodes are simple to use, low cost and well-proven, ‘risk-free’ technology. The effective use of barcodes and barcode readers can remove drudgery, lower costs and massively improve productivity.

If you aren’t using barcodes your boss should be asking you “why not?”

Document Imaging, Forms Processing & Workflow – A Guide

by Frank 28. July 2014 06:00

Document imaging (scanning) has been a part of most business processing since the early 1980s. We for example, produced our first document imaging enabled version of RecFind in 1987. So it isn’t new technology and it is now low risk, tried and proven technology.

Even in this age of electronic documents most of us still receive and have to read, analyse and process mountains of paper.

I don’t know of any organization that doesn’t use some form of document imaging to help process paper documents. Conversely, I know of very few organizations that take full advantage of document imaging to gain maximum value from document imaging.

For example, just scanning a document as a TIFF file and then storing it on a hard drive somewhere is almost a waste of time. Sure, you can then get rid of the original paper (but most don’t) but you have added very little value to your business.

Similarly, capturing a paper document without contextual information (Metadata) is not smart because you have the document but none of the important transactional information. Even converting a TIFF document to a PDF isn’t smart unless you first OCR (Optical Character Recognition) it to release the important text ‘hidden’ in the TIFF file.

I would go even further and say that if you are not taking the opportunity to ‘read’ and ‘capture’ key information from the scanned document during the scanning process (Forms Processing) then you aren’t adding anywhere near as much value as you could.

And finally, if you aren’t automatically initiating workflow as the document is stored in your database then you are criminally missing an opportunity to automate and speed up your internal business processes.

To give it a rating scale, just scanning and storing TIFF files is a 2 out of 10. If this is your score you should be ashamed to be taking a pay packet. If you are scanning, capturing contextual data, OCRing, Forms Processing, storing as a text-searchable PDF and initiating workflow then you get a 10 out of 10 and you should be asking your boss for a substantial raise and a promotion.

How do you rate on a scale of 0 to 10? How satisfied is your boss with your work? Are you in line for a raise and a promotion?

Back in the 1980s the technology was high-risk, expensive and proprietary and few organizations could afford the substantial investment required to scan and process information with workflow.

Today the technology is low cost and ubiquitous. There is no excuse for not taking full advantage of document imaging functionality.

So, where do you start?

As always, you should begin with a paper-flow analysis. Someone needs to do an inventory of all the paper you receive and produce and then document the business processes it becomes part of.

For every piece of paper you produce you should be asking “why?” Why are you producing paper when you could be producing an electronic document or an electronic form?

In addition, why are you producing multiple copies? Why are you filing multiple copies? What do your staff actually do with the paper? What happens to the paper when it has been processed? Why is it sitting in boxes in expensive off-site storage? Why are you paying to rent space for that paper month after month after month? Is there anything stored there that could cause you pain in any future legal action?

And most importantly, what paper can you dispose of?

For the paper you receive you need to work out what is essential and what can be discarded. You should also talk to your customers, partners and suppliers and investigate if paper can be replaced by electronic documents or electronic forms. Weed out the non-essential and replace whatever you can with electronic documents and electronic forms. For example, provide your customers, partners and suppliers with Adobe electronic forms to complete, sign and return or provide electronic forms on your website for them to complete and submit.

Paper is the enemy, don’t let it win!

Once you have culled all the paper you can, you then need to work out how to process the remaining paper in the most efficient and effective manner possible and that always ends up as a Business Process Management (BPM) exercise. The objectives are speed, accuracy, productivity and automation.

Don’t do anything manually if you can possibly automate it. This isn’t 30 years ago when staff were relatively cheap and computers were very expensive. This is now when staff are very expensive and computers are very cheap (or should I say low-cost?).

If you have to process paper the only time it should be handled is when it is taken from the envelope and fed into a document scanner. After that, everything should be automated and electronic. Yes, your records management department will dutifully want to file paper in file folders and archive boxes but even that may not be necessary.  Don’t accept the mystical term ‘compliance’ as a reason for storing paper until you really do understand the compliance legislation that applies to your business. In most cases, electronic copies, given certain safeguards, are acceptable.

I am willing to bet that your records manager will be operating off a retention schedule that is old, out-of-date, modified from another schedule, copied, modified again and ‘made-to-fit’ your needs. It won’t be his/her fault because I can probably guarantee that no budget was allocated to update the retention schedule on an ongoing basis. I am also willing to bet that no one has a copy of all of the current compliance rules that apply to your business.

In my experience, ninety-percent plus of the retention schedules in use are old, out-of-date and inappropriate for the business processes they are being applied to. Most are also way too complicated and crying out for simplification. Bad retention schedules (and bad retention practices – are you really destroying everything as soon as you are allowed?) are the main reason you are wasting thousands or millions of dollars a year on redundant offsite storage.

Do your research and save a fortune! Yes, records are very important and do deserve your attention because if they don’t get your attention you will waste a lot of money and sooner or later you will be penalised for holding information you could have legally destroyed a long time ago. A good records practice is an essential part of any corporate risk management regime. Ignore this advice at your peril.

Obviously, processing records efficiently requires software. You need a software package that can:

  1. Scan, OCR and Forms Process paper documents.
  2. Capture and store scanned images and associated Metadata plus any other kind of electronic document.
  3. Define and execute workflow.
  4. Provide search and inquiry capabilities
  5. Provide reporting capabilities.
  6. Audit all transactions.

The above is obviously a ‘short-list’ of the functionality required but you get the idea. There must be at least several hundred proven software packages in the world that have the functionality required. Look under the categories of:

  1. Enterprise Content Management (ECM, ECMS)
  2. Records Management (RM, RMS)
  3. Records and Document Management
  4. Document Management (DM, DMS)
  5. Electronic Document and Records Management (EDRMS)
  6. Business Process Management (BPM)

You need to define your business processing requirements beginning with the paper flow analysis mentioned earlier. Then convert your business processing requirements into workflows in your software package. Design any electronic forms required and where possible, re-design input paper forms to facilitate forms processing. Draw up procedures, train your staff and then test and go live.

The above paragraph is obviously a little short on detail but I am not writing a “how-to” textbook, just a simple guide. If you don’t have the necessary expertise then hire a suitably qualified and experienced consultant (someone who has done it before many times) and get productive.

Or, you can just put it off again and hope that you don’t get caught.

 

Are you still struggling with physical records management, with paper?

by Frank 16. July 2014 00:01

 

Are you still struggling with physical records management, with paper?

We produced our first computerised records management system in 1984 (when our company was called GMB) and it was called DocFind. It was marketed by the Burroughs Corporation initially to about 100 clients and then we stared marketing DocFind direct and sold it to about another 2,000 clients.

Every one of those clients wanted DocFind just to manage physical records, paper, file folders and archive boxes. There was little or no demand for document imaging and workflow and the term electronic document management had yet to be invented. Office automation was in its infancy. We for example, wrote our letters on an Apple IIe using a word processor called WordStar running under CP/M.

In 1986 we released RecFind, a major remake of the DocFind product. This product was initially marketed by ourselves and NEC and it too focussed just on managing physical records.

However, even in 1986 we knew we had a bigger job to do with the general acceptance of document scanners and workflow so we added imaging and workflow to our product and starting trying to convince our customers and prospective customers to reduce the size of their paper mountain and even to start planning for a ‘Paperless Office’.

In the late 1980s and early 1990s I delivered numerous papers extolling the value of the paperless office and worked hard to convince my customers to make the move to Electronic Document and Records Management (EDRMS).

In the mid-1990s the industry discovered ‘Knowledge Management’ (KMS) and industry consultants lost interest in EDRMS and instead heavily promoted the virtues and benefits of KMS, whatever it was. Maybe this was the time organizations lost interest in eradicating paper as senior IT staff and consultants moved on to more interesting projects like KMS.

In 1995 I delivered my first paper on a totally integrated information management system or what I called at the time the ‘It Does Everything Application’ (IDEA). In 1995 I truly thought the age of physical records management was almost over and that the western world at least would move to fully-automated, paperless processes.

How wrong I was 19 years ago.

Today, despite the advanced functionality of our RecFind 6 Product Suite, almost all of my customers still manage physical records with RecFind 6. At least half of the inquiries that come in via our website are for systems to manage physical records.

There is more paper in the world today than there has ever been and organizations all over the world still struggle with managing paper, vast amounts of paper.

Luckily for us, we never succumbed to the temptation to remove the paper handling features from our products. Instead, we added to them with each subsequent release and redesign/rewrite of RecFind. We had to provide upwards compatibility for our clients as they still managed mountains of paper both onsite and offsite.

Being a little older and wiser now I am never again going to predict the paperless office. I will provide advanced physical records management functionality for my clients as long as they require it.

I haven’t given up the fight but my job is to address the real needs of my customers and they tell me and keep telling me that they need to manager paper, mainly file folders full of paper and archive boxes full of file folders. They need to manage paper onsite in shelving and offsite in warehouses with millions of boxes and we do it all.

We manage paper from creation to destruction and throughout the whole lifecycle. We apply retention schedules and classification systems and we track anything and everything with barcodes and barcode readers. We have enhanced our products to cater for every need and we are now probably responsible for millions of tonnes of paper all over the world.

I still hope for a paperless world but I very much doubt that I am going to see it in my lifetime.

So, if you are still struggling with how to best manage all your physical records please don’t despair, you are most certainly not alone! 

  

Why product training is so important

by Frank 23. June 2013 06:00

I run a company called the Knowledgeone Corporation that produces a software application called RecFind 6 that is used to provide records management, document management, workflow, document imaging, email management and general business process management functionality. Every installation is different because we configure RecFind 6 to the exact requirements of each customer. All installations include some form of business process management and many include a reasonable degree of complexity, especially, when integrating to other systems.

We are always proposing to new and existing customers and negotiating contracts and the one item in the pricing summary that is always under attack is training. As well as questioning the need for face to face training, many customers also try to reduce the cost by just training a core group that will then train the rest of the staff who will use the new system.

I try to explain that effective and complete training is fundamental to the success of the project; that training isn’t a cost, it is an investment in success. I rarely win.

I also try to convince my customers of the importance of ongoing training for new releases and new employees but I am rarely successful.

I try to explain that cutting costs on training is a sure fire way to ensure that the project will never be as successful as it could be. I rarely win this argument either.

And finally, I always recommend that an IT person attends the training course because his/her services will be need by the application administrator throughout the year. This rarely happens.

Yet, time after time and in example after example, projects (not just ours) are significantly less successful than they should be because someone in management decided to cut costs by skimping on training; by not training operational staff in how to use the product in the most cost effectively and productive way possible.

If you skimp on training you are almost certainly dooming your project to failure.

Lack of knowledge on how to best use a product is an insidious cancer. The project may begin with a big bang and lots of congratulations but deep within your organization the cancer has already started to grow. “I don’t like this product.” “This product is too hard to use.” “I can’t find anything with this product.” “My staff don’t understand this product.”

By year two, many people and departments simply don’t use the product any more. By year three there is a concerted push to find a replacement for this product that “is too hard to use. No one understands it.” The replacement project manager or application owner, who hasn’t been trained, is unable to address the complaints and soon also decides that the problem is with the product. It would be a bad career move to decide anything else.

In year four the organization begins looking for a replacement product. In year five, at great expense they select a replacement product and then lower costs by skimping on training. The cycle starts again.

If you skimp on training and re-training your project is doomed to failure.

How many expensive failures does it take before we learn the lesson?

Training is an investment in productivity, not a cost.

Records Management in the 21st century; you have computers now, do it differently

by Frank 1. June 2013 06:32

I own and run a computer software company called the Knowledgeone Corporation and we have specialised in what is now known as enterprise content management software since 1984 when we released our first product DocFind. We are now into the 8th iteration of our core and iconic product RecFind and have sold and installed thousands of RecFind sites where we manage corporate records and electronic documents.

I have personally worked with hundreds of customers to ensure that we understand and meet their requirements and I have also designed and specified every product we have delivered over the last 29 years so while I have never been a practicing records manager, I do know a great deal about records and document management and the vagaries of the practise all around the world.

My major lament is that many records managers today still want to run their ‘business’ in exactly the same way it was run 30 or 50 or even a hundred years ago. That is, as a physical model even when using computers and automated solutions like our product RecFind 6. This means we still see overly complicated classification systems and overcomplicated file numbering systems and overcomplicated manual processes for the capture and classification of paper, document images, electronic documents and emails.

It is a mindset that is locked in the past and can’t see beyond the confines of the file room.

I also still meet records managers that believe each and every employee has a responsibility to ‘become’ a junior records manager and both fully comprehend and religiously follow all of the old-fashioned and hopelessly overcomplicated and time-consuming processes laid out for the orderly capture of corporate documents.

I have news for all those locked-in-the-past records managers. Your approach hasn’t worked in the last 30 years and it certainly will not work in the future.

Smart people don’t buy sophisticated computer hardware and application software and then try to replicate the physical model for little or no benefit. Smart people look at what a computer system can do as opposed to 20,000 linear feet of filing shelves or 40 Compactuses and 30 boxes of filing cards and immediately realize that they have the power to do everything differently, faster, most efficiently and infinitely smarter.  They also realize that there is no need to overburden already busy end users by a forcing them to become very bad and very inconsistent junior records managers. End users are not hired to be records managers they are hired to be engineers, sales people, accountants, PAs, etc., and most already have 8 hours of work a day without you imposing more on them.

There is always a better way and the best way is to roll out a records and document and email management system that does not require your end users to become very bad and inconsistent junior records managers. This way it may even have a chance of actually working.

Please throw that old physical model away. It has never worked well when applied to computerised records, document and email management and it never will. Remember that famous adage, “The definition of insanity is to keep doing the same thing and to expect the results to be different”?

I guarantee two things:

1.     Your software vendor’s consultant is more than happy to offer advice and guidance; and

2.     He/she has probably worked in significantly more records management environments than you have and has a much broader range of experience than you do.

It doesn’t hurt to ask for advice and it doesn’t hurt to listen.

A lifetime of maintenance and support?

by Frank 31. March 2013 06:00

I run a software company manufacturing enterprise content management products that has been offering maintenance on its products for nearly 30 years and that has never failed to produce at least one major update per year during that time. We have also always offered multiple year options for our software maintenance. We call it the ASU, Automatic Software Upgrade. We currently offer 1, 2, 3, 4 and 5 year terms; the longer the term, the lower the cost per year.

I got the idea for a new software maintenance offering from Garmin, the satellite navigation company. Essentially, I bought a Garmin because the manufacturer of a car I bought in 2008 stopped issuing updates to its integrated satellite navigation system and it is now pretty useless as it doesn’t know about all the new and changed road systems.

An attraction of the Garmin was that they offered a ‘lifetime’ supply of updated maps for a single fee that I could download up to four times a year. The end result is that my Garmin is always up to date with all new and changed roads and is one hundred-percent useful while the satellite navigation system in my car is now useless because it is so out of date.

As well as the advantage of always being up to date the Garmin deal was great because it was a single transaction; I don’t have to worry about renewing it every year and I don’t have to worry about future cost increases.

I thought why not offer a similar deal to RecFind 6 customers? They too have to keep up to date and they too don’t want to worry about having to budget and renew the ASU every year and future cost increases.

In our case we chose to re-name the five year ASU option to the ‘Lifetime’ option. If you choose the Lifetime option you automatically receive all updates for as long as you use RecFind 6 and you also receive free support via email and our web form for as long as you use RecFind 6.

The fee is one-time and the price is therefore fixed for life. You no longer have to worry about budgeting and contracting for renewals every year and your RecFind 6 software will continue to be relevant, fully supported and improved with new and enhanced functionality.

If at any time in the future a customer purchases new software from us or additional licences they can be added to its Lifetime ASU for a single one-time fee.

Frank’s perspective:

For the record, I buy a lot of software for our development team and none offer lifetime maintenance; all only offer annual maintenance and it is very expensive (up to 25% of the value of the software) and the price seems to go up every year. If I could convince my software vendors to offer a lifetime deal I would jump at the offer.”

Frank McKenna | Knowledgeone Corporation
CEO & Sales & Marketing Director
f.mckenna@knowledgeonecorp.com

Why aren’t more software vendors offering this same maintenance option?

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