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How to choose the Right Hosted Document Management System for Your Business?

Ajay — Tue, 17 Apr 2012 09:55:31 +0000

To be frank, in comparison to conventional type of offline document management, the web based document management procedure is much more dynamic and sophisticated. In earlier days, the whole documentation work was conducted manually. Employees had to maintain vast volume of files for keeping records. The content was hand written. The piles of files and documents were kept under lock and key for future references. Now, time has changed. Due to the technological advancement, there has been a massive sea change in the whole process of document keeping system. Basically, with the advent of computers along with the power of internet, people are now able to utilize the online document management tools for saving all the documents in the cyberspace and can be retrieved on-demand by clicking the mouse just a couple of times.

There is no need to spend the time by opening old files and searching for the relevant content. The hosted document management software will do everything. Basically, to run a business successfully, you need to upgrade your document management work process. You should supervise and monitor every project and programs. Now, the hosted document management systems will give you ample scope to save the sensitive official documents in a secure way. There is no necessity of paperwork. This paperless digital documentation process will help you to skip huge work overload and it will also make your searching and probing easy during slim timelines.

If you probe extensively in the internet, you will find a variety of hosted document management solutions. Many such companies are well recognized which will provide you reliable tools to store and organize your official and personal digital documents. If you do online comparison, you will find that these companies have earned international accolades and recognition due to flawless service and brilliant performance track record.

Linear Cube is one of them and offers you a robust and digitally upgraded hosted document management tool. Your confidential information and data will be fully protected from theft and forgery. The sophisticated document management software will protect your digital data. However, before finalizing the right online document management system for your business, it is advisable to consider the below points so that you can make an informed decision:

1.File Support: Check whether your chosen tool supports all types of files. This is important because official documents need not necessarily be doc files only. It can be an image, it can be audio/video file or any format that exists! So confirm first whether your tool supports all the known file formats.
2.Search Functionality: This is probably the most important factor. As you keep on building your document reservoir, it is mandatory to have solid search functionality to retrieve documents on-demand. Otherwise, no matter how good a document management system is, it is of no use.
3.Storage Capacity: Well, just check the storage capacity provided by the software provider. Since you will be adding files to the system on a regular basis, make sure you have sufficient storage according to the size of your organization.
4.Security: it is quite natural that a substantial amount of your official document will be critical and sensitive. So your chosen online document management tool should offer adequate security options so that your important documents are kept in a safe place.
5.User Interface: This is again a very important factor. The system must be easy to use so that you and employees can get accustomed to it quickly and use the online tool easily.
6.Price: Another aspect to consider is the price of the system. It should be affordable for your business and should not be a burden at any circumstances.

Hope these tips will help you to make the right choice. In simple terms, a web based document management system will help you get things done in a more effective, quicker way. So make an informed decision, choose the right product and take your business to new heights.

Online Document Collaboration

Ajay — Tue, 17 Apr 2012 08:04:18 +0000

Collaboration is a broad and all encompassing term which comprises of many technologies and application. Web meetings/conferencing, internet forums, desktop sharing, instant messenger, emails, shared calendars, online project management, wikis, social networking (Facebook, Linkedin, twitter), ranking and voting applications, online document or spreadsheet editing are all examples of collaborative applications.

My interest is more in defining document collaboration and how to categorize various ways collaboration happens around documents or content. With a variety of choices in the area of small business document management systems – the decision may come down to which system allows users inside and outside the organization to efficiently and effectively conduct online document collaboration.

Following activities around a document/content can all be considered some form of collaboration:

1. Real time multi user document editing
2. Asynchronous document collaboration
a. Check-in/checkout
b. Revision control
c. Comments/Discussions/annotations around documents
d. Workflow around documents
e. Assigning tasks around documents – comments, approve/reject, updates
etc
f. Messaging/emails/alerts around updates or arrival of new documents
g. Email based invitations to user inside and outside the organization
to collaborate on a document library
h. Desktop access to document library and synchronization of desktop
content to online document management systems
3. Wikis – these are free form content collaboration tools
4. Blogs – These could be considered as collaboration tools.

Online document management systems that offer the above will provide the most value for effective
online document collaboration.

LinearCube’s New Affordable, On-Demand Document Management for Small Businesses

Ajay — Tue, 17 Apr 2012 08:02:00 +0000

LinearCube’s document management systems offer simple solutions for sharing, editing, and controlling your company’s important data, with one major benefit: affordable price points for smaller businesses.

Houston, TX September 16, 2009 — Many businesses have struggled with data storage options over the years. Options included servers managed by IT departments that required meticulous planning regarding filing, retrieval, security, archiving, and disaster recovery methods. On-demand document management and storage systems, on the other hand, were largely cost-prohibitive for small- and mid-size businesses.

“We really wanted to bring the benefits of a top-notch document management system at a fraction of the cost to small- and mid-sized businesses,” says Ajay Khater, President at LinearCube.

With monthly subscriptions starting at $99 – and with the option to cancel your subscription at any time – LinearCube’s document management system is now within the reach of law firms, accounting firms, and smaller professional service firms, and other small businesses.

Business Solutions for Documents and Data

“We focus on efficiency – how people manage their documents – and continuity – making sure that those documents are always available,” says Khater.

The LinearCube Document Management System is based on the well-known open source document management system, Alfresco. But the specialized features of LinearCube’s system allow businesses to efficiently store and retrieve documents with ease and customize their document management. Users can search an entire database by keyword, replacing the need to know an exact file name. Users can also view the entire lifecycle of a document in one central location, including an archive of edits, so that no information is ever lost. And, activity logs show when users have viewed or modified a document.

LinearCube’s hosted document management system is fully integrated with Microsoft Office, allowing you to save and retrieve Word, Excel, or PowerPoint files. LinearCube can also be integrated with document imaging or fax systems, and has several additional features that you won’t find on your current software: email alerts that link users directly to files or folders, and the ability to share documents with remote customers, clients, partners, or suppliers.

Sensible Security

Major disruptions can occur in an office if a server crashes and all of your data – your billing, your client lists, your important files – is lost. LinearCube’s on-demand document management system is hosted by SunGard, one of the world’s top data centers. Your account will never be locked and will never crash – that means you’ll have reliable, 24/7 access to your data.

LinearCube also has every level of access control. You’ll be able to control who sees every folder and every document, and who can – and who can’t — edit and alter a document. The customizable system allows administrators to restrict access and functional control for all of your data.

About LinearCube

Founded in 2008, LinearCube is an investor-funded company that focuses on one service: bringing document management systems to small- and mid-sized businesses at affordable prices. For more information about LinearCube’s services, please visit http://www.wizzang.com, or contact Rebecca Dapron at 713-234-0962 or info@linearcube.com.

About Alfresco

Founded in 2005, Alfresco Software Company has since become the leading open source alternative for enterprise content management. More information about Alfresco can be found at the company’s website, www.alfresco.com.

About SunGard

Serving more than 25,000 customers in over 70 countries, SunGard is one of the world’s leading software and IT services companies. For more information, please visit www.sungard.com.