Your Document Management Knowledge Center

No-Nonsense Document Management for Nonprofits/NGOs: What to Look For

Many of our clients assume that nonprofits and NGOs are outside the domain of business process improvement. This could not be further from the truth. On the contrary, it’s often the case that profitless processes – due to the countless stakeholders and key decision makers involved – require the most fine-tuning to their operational efficiency and document management.

We could go on, but we’ll let an actual NGO take it from here. They live and breathe the complexity of nonprofit/nongovernmental operations, so they naturally say it best.

This global NGO found their document management solution.

The following is an account from an actual NGO whose document management system needed a little boost of digital efficiency.

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Industry Gurus Reflect on Digital Enterprise: The Future of DMS Pt. II

digital enterpriseLast week, we discussed the history of and current trends in Document Management and Enterprise Content Management (ECM). A great deal of your ability to manage and leverage information assets more effectively hinges on integrating Mobile, Analytics, Cloud, and Collaborative (MACC) technologies. Subsequently, however, you may need to become a digital enterprise.

When the folks over at CMSWire attended Amplexor’s Future of Document Management event, they ended up gathering some of the industry’s key people together in the same room. Their perspectives are valuable to anyone looking to keep up with today’s IT advancements, namely in workflow:

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You Might Have to Update Your Workflow Soon: The Future of DMS and ECM

future of DMS

We live in an era of constant disruption, especially in the world of technology. In other words, as soon as something new comes along, something newer immediately comes along to take its place. When the standard is set, something else resets it soon after.

When we think we’ve achieved what we want, something else comes along to show us things we didn’t even know we needed. This cycle has always been at work, but never before has progress moved at such a fast pace. It’s come to the point where we often don’t know where to draw the line between progressive and superfluous.

Data management, document management, and business process automation have undergone a particularly exponential upward swing. With advancements moving at the pace they do now, we can more accurately predict the trajectory of electronic content management (ECM).

If you’re wondering why we’re using that term instead of “document management”, per usual, it’s because is actually what DMS has become. And before DMS, the handling of data and information was something else. Here’s a glimpse into the past, present, and future of DMS/ECM, and what your organization should be prepared for as a result.

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How to Go Paperless in 9 Steps with DMS

As we’ve discussed very recently, it’s a burden to take everything that’s in its place (and find the things that have long been out of place) and completely reorganize it to fit the contours of its new home. The benefits are obvious, but establishing the process that truly takes advantage of them is difficult. But step one is different for different companies.

While some need assistance implementing DMS, others need help simply getting all documents in the same place. If you’ve managed documents traditionally for a long time and want to adopt DMS, the idea of taking all that paper out and having to figure out how to digitize it is intimidating and daunting. We started there as well, so we know how to go paperless and easily set up a clean record system.

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4 Ways You’re Losing Money Without Document Management

If you’re still keeping your papers and records in file cabinets and shared hard drives, chances are you’ve kept it that way because it’s the status quo. It’s the only method you know, and it seems to work just fine. One of the most dangerous things about the status quo, however, is that you grow accustomed to the untold amounts of money and time you’re losing.

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The Last Word on Document Management Systems (DMS) vs. Cloud Storage

One of the key recurring questions I hear from people trying to figure out how to organize their files is: “What exactly is document management?” and it’s often followed by, “Isn’t that just DropBox with more features?”

Technically, you can absolutely use DropBox (along with Google Drive, OneDrive, iCloud, etc.) to backup and store your documents. It’s a fair question, but it’s rooted in a consumer context; not a corporate context. If you want to make sure your personal photos, videos, music, and documents are safe and sound, you don’t really need a DMS. You can create and organize an intricate system of folders on any cloud storage platform.

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Managing the Complexity of an Enterprise Document and Content Management Project

Managing the Complexity of Enterprise Document and Content Management

Document and Content management can be perhaps one of the most important undertakings in a business. You will require a credible platform in a well-managed cloud infrastructure to ensure the security of your business documents and afford you high quality customer service; including the opportunity to speak to senior engineers and friendly customer care agents when you need them. Do you get as frustrated as I do when you can't speak to a live person when trying to troubleshoot an issue?

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Five Reasons to Store Your Business Documents in the Cloud

Five Reasons to Put Your Business Documents in the Cloud

You certainly would like your business to grow infinitely and optimize your returns, wouldn’t you? You also probably understand that data and information are integral to smooth operations in your business, right? Losing useful data through accidents and malicious actions by people could result in unimaginable losses in your business. The following are five reasons why you should consider putting your business in the cloud to avoid data losses and enhance efficiency.

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Document Management Confessions from an IT Professional

When Best is not the Best

Years ago, when I started in the IT department for a Fortune 500 car manufacturing company, I learned valuable lessons that have served me well.  If it wasn’t for Rob, my manager, I would never have implemented a single successful system.

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American Unemployment, Is It the Natural Progression of Technical Darwinism?

Unemployment is the cause of anger, frustration and worries about the economy.  Neither political party is immune from the backlash.  The House of Representatives changed hands, incumbents from both parties were tossed out and the approval ratings for all are dismal.

But is it fair to blame government or our political parties?  There is a school of thought that blames deficit spending for our economic troubles.  There is another school of thought that blames our economic condition of the lack of government spending.  Are our taxes too high?  Are our taxes too low?  What is the correct balance for economic growth and stability?

Many blame globalization as the cause for unemployment.  With companies outsourcing everything from manufacturing to accounting to programming, the loss of American jobs to overseas workers is an easy target for unhappy and/or unemployed Americans.  So what should the government do?  Should they increase import taxes on foreign goods?  Should the government penalize US companies for outsourcing?  Keep in mind that in a global economy, the United States also exports goods and services.  What we do via taxes could also happen to us in reverse.  So what’s the right answer?

These are the questions that the American politicians debate and as we watch CNN, FOX or MSNBC, we debate these same questions.  However, regardless of your point of view, we may need to look at another question.

Are technological advances causing a decline in employment?

When Henry Ford created the first production line for cars, he increased output, productivity and the workforce.  Early on, technology increased labor because it enabled output and production to meet demand.  Early technologies enabled the American worker to achieve more.

Today however, technology can displace people.  Any task that is repetitive can be automated.  This is true on the factory floor, and it’s also true in an office environment.  How many bank tellers have been replaced by ATM’s?  How many bookkeepers have been replaced by accounting software?  How many retail clerks have been replaced by e-commerce sites such as

It’s true that ATM’s need to be maintained, websites are modified and accounting software is updated.  But the number of ATM technicians is far less than the number of displaced tellers.  The same is true for clerks and bookkeepers.

As technology advances, more and more specialized skills are needed.  Unfortunately, the number of people needed does not replace the number people displaced.  Those with technical abilities thrive and those without, as Darwin might say, are the ones that die out.  

This new economic and technical structure could be one of the root causes for our current economic problems.  Add to that, outsourcing and government spending to see the big picture.

Even with infrastructure projects such as bridges, roads and dams, or investments in new technologies, the picture does not really change.  Bridges, roads and dams are big projects that create a lot of temporary jobs during the construction phase.  Once built, without more projects, these jobs disappear.  New technologies such as renewable energy will help.  But again, they will fall into the same economic Darwinism.

So what does this have to do with our usual topics of online document management and workflow?  Well, what’s true for individuals is also true for organizations.  Those with the right technology thrive.  Those without, well you know Darwin’s thoughts.

Companies are the driving force behind any economy.  For an economy to grow, companies need to innovate and prosper.

So maybe the problem is government.  Maybe the problem is outsourcing.  Maybe the problem is technology.  Or maybe the problem is not having the right technology.

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