It is estimated that 80% of all businesses in the UK admitted that information is still stored solely on paper. A recent survey revealed that valuable time is spent trying to locate paper documents, thus resulting in staggering financial losses. The survey also showed that accountancy, legal, education, and financial professionals dealt with an above average percentage of paper ranging from 54% to 57%.
Change are coming slowly to some organizations and some of these companies are still filing important papers away in traditional filing cabinets, this can cause loss of important documents and files, and if no backup system is in place a disaster such as flooding could easily destroy 80% of valuable data stored in filing cabinets.
It makes sense to digitize paper documents into a searchable online library of information and this is where documentmanagement comes into play. There are so many benefits to documentmanagement, the process integrates technologies to create, store, automate and manage your digital documents library.
The process is so simple scanners are used to digitize your paper into electronic format, and computers are used to store and retrieve the documents. This can be so beneficial for example to allow access from remote locations.
Most business have suffered a misfiled document in their filing system no matter how foolproof they think it is, but with electronic records, this is a thing of the past, and any information can be retrieved so easily also offers the ability to be viewed by many members of staff at once.
Click2Scan specialists in document scanning and documentmanagement provide a ‘tip top’ scanning service with solutions for all businesses, and organizations throughout the UK. They are masters when it comes to understanding their customers needs, daily challenges, legal requirements for document retention and archival, offering a ‘tailored’ solution to each and every customer.
It makes sense to seek out a professional for your entire document scanning and digitizing hard copy information, your search stops with Click2Scan, their focus in entirely on this important area of business, and can offer expert advice and opinion also providing support and backup to all their clients.
It doesn’t matter where you are in the UK Click2Scan is your solution to all scanning issues whether it is, scanning data, microfilm scanning or just plain and simple paper scanning it makes sense to choose Click2Scan.
For further information visit: www.click2scan.co.uk
Considering the benefits of usingcontentmanagementsystems to create website pages provokes me to wonder why more small business owners don’t take advantage of CMS for the creation of their websites.Despite of an intricate technical setup for contentmanagementsystems, the benefits of using CMS far outweigh the effort needed to put into the setup.Using a contentmanagement system allows the website owner to have more control over the look and content of a well-functioning website. This allows your small business website to rise in most search engine rankings without hiring someone else to add content.A contentmanagement system also allows you to add webpages in plain text which is automatically translated into perfect to near perfect HTML code without errors. Having a website without code errors allows the small business website owner to reap the rewards.Valid code with no errors eliminates browsers from auto-correcting your code, and having a layout that is not broken may enhance your load time and search engine indexing. Valid code also allows your website to display properly today and on future devices as well.Valid coded websites are considered accessible to most types of browsers, platforms and screen readers, and websites with valid code tend to become indexed more efficiently by search engines.Contentmanagementsystems allow business owners to add content as often as desired to keep their websites up-to-date. By allowing new content to be added easily without hiring a webdesigner, you can invest your time instead of your money to add, edit or delete pages.Even if you don’t have the time to write content, with a contentmanagement system, the option is still there for you to hire someone else to do so. When you use a contentmanagement system for your small business website, adding more pages is so easy that you may want to write them on a regular basis. Knowing that the more pages a website has is a good way to get indexed by search engines could encourage you to add content often. The more subcategories of your business niche that you write about means that your website could be indexed for more page titles and keywords.You can get traffic to your website if you have an aged domain that could be considered to have more authority than newer websites online. Older websites are usually considered more reliable and trustworthy to search engines.Another great way to get more traffic to your website and get indexed by search engines is with backlinks from other websites that have a good page rank. You can submit your website to free directories for inbound links, submit your blog to services such as Zimbio and Blogflux, and write articles to get more inbound links to your website. Have a look in the “Resources” section and on my blog about more information on what services I found as some of the best online for your small businesswebsite.Get the professional edge of writing your own website without having to know a single line of code, in perfect to near perfect HTML, translated from plain text, with a custom contentmanagement system. Contact me for more information on how I can get you started with your own customized look that is unique and impressive for your small business website visitors.
So why not pass the buck to a company that spends its entire time concentrating on the one and only technology field of document scanning and digitising hard copy information.
Click2Scan specialists in document scanning have the whole package in terms of focusing on this important area of business, and offer their clients expert advice and opinion, also provide support and backup every step of the way. Services include, hardware and software sales, documentmanagementsoftware, document scanning services, document scanner hire, photo scanning, slide and negative scanning.
Click2Scan can help a business to eliminate nearly all paper from those bulging filing cabinets, by scanning documents and converting them to PDF files, and using optical character recognition (OCR) software, to digitize copies of document text, thus making them searchable, easy to back up and accessible from just about anywhere.
The online store will give you in depth information of all the service on offer, encompassing archiving of documents, Click2Scan will collect a companies files, scan them to their requirements and return electronic images with the originals being securely shredded, or for documentmanagement which is a sophisticated way of finding information faster, keeping all information in one place, and of course its easy to search for specific documents, Click2Scan work with a great solution called File Director.
Click2Scan are probably the UKs largest photo scanning company, and scan photos for clients who want their old photos converted to digital images, also offer a more tailored service for businesses who may want old product or marketing literature converted.
A spokesman for Click2Scan said “because we use scanners with feeders for the bulk of photo scanning this allows us to scan photos comparatively quickly, and we guarantee you will be happy with our service and the results, or we will re-scan any photos for you, and we are confident to offer this guarantee because of our very high standards, all photos are scanned until perfect”.
With offices in London and Wiltshire it doesn’t matter where you are in the UK, Click2Scan are able to assist, and their portfolio of clients is very impressive such as Police, NHS, Local Government and commercial businesses no matter how small.
Click2Scan have the expertise and technology in place to take on all scanning and documentmanagement processes, whatever it is, scanning data, microfilm scanning and have many more strings to their proverbial bow, so why not pass the buck, let Click2Scan handle all your document scanning and digitising hard copy information, after all this is a very important area of business.
For further information visit: www.click2scan.co.uk
Electronic contentmanagement system is a widely used computer based application system utilized in managing workflow for better coordination among personnel. it allows the user to make, revise, review, bookmark, retrieve, search, store and publish several types of media and electronic information. This system is specifically used for industry based documentation like operator manuals, news articles, sales manuals, and for sales brochures. The content that is processed includes normal files, holographic media, video and audio files, electronic mails and web contents as well. Electronic contentmanagement system provides an easy management for people who want to design their own website and website content without relying on the help of technical personnel. It is also a valuable tool for individuals who at the same time are looking for ways to organize their web site content. It is of great value to people who don’t have the extra cash to spend on computer experts and professionals. They can just easily post their thoughts and other blogs or articles online or on their website impromptu. Customization and revision of their websites are easily managed on their own. The following are the advantages of the system: *electronic contentmanagement system saves time to publish your web content and acts very fast.*Joomla, an example of this system comes free of charge. This comes in handy and affordable. *the system is flexible enough that it can be managed through the internet and does not require any software or hardware to perform.* You can publish your contents online the soonest possible time even without technical personnel. * The handling and revision of mistakes is simple and easy to use.* It enables you to make contact with the social scene as you can, make it available for anyone to see.* As an addition to the above sentence, it allows certain amount of information to be deployed and maintains security.* You do not have to be in a certain place or time to edit the content. An internet access makes this electronic contentmanagement system a walk in the park. Electronic contentmanagement system is a user friendly system that allows you to save time, money and effort while maintaining the integrity of your website.
Reliance on old technology and outdated documentmanagementsystems can hamper business and process efficiency. Filing cabinets and basement shelves filled with millions of files of unstructured data have been a popular storage method for decades – but these have become outdated and a hindrance to productivity. Small, medium and large business enterprises regularly face problems involving slow communication with clients; unsecured private information; stagnant document flow; unreliable information tracking and monitoring; and slow recording of data.
New technology is changing the way that businesses function. Complete control and flexibility of previously unstructured and inaccessible data can be achieved by uploading information instantly, digitising the data with optical character recognition software and providing easy access to stored information through sophisticated documentmanagement technology.
Document scanning, digitising and electronic data storage has become a necessity for streamlining business processes. Digital data storage allows for quick and easy processing and retrieval of large volumes of information which can then be accessed as complete digital files – through the use of scanners and documentmanagementsoftware.
Scanning equipment and recognition software solutionsDifferent procedures and document types require different scanners and types of digital recognition software. For example, there are book scanners for capturing data from books, high volume scanners for capturing large volumes of office files and documents, desktop scanners for everyday paperwork and microfiche scanners for converting and storing data on existing microfiche as digital information.
High volume scanners can process hundreds of pages or images per minute. There are specialised scanners which can accommodate documents varying in size from business cards or passports up to A0 – large maps, books or documents like building plans. Most often, scanners handle A4 or A3 documents and offer either simplex scanning, where only one side of the page is scanned, or duplex scanning, where both sides are scanned.
Capture and recognition software converts information by taking the scanned version of hardcopy documents and converting it into digital data. Optical character recognition (OCR) software can recognise text and/or symbols and can, for example, output a scanned spreadsheet as a fully-editable Excel file. Documentmanagementsoftware stores and organises digitised documents. This software allows for complete control over the storage of digital assets and enables quick and easy searches for documents and specific data from the scanned document repository.
Streamlining business processes with document scanning and data storageUnstructured data is the term given to hardcopy documents such as receipts, records and financial statements. It is unstructured because the information exists on paper and not as digital information in a database. It is hard to share, collaborate on and – often – even find! Without a digital management system to organise the data, a business that relies on such methods wastes time and resources searching for hardcopy documents and processing the information these documents contain. Consequently service to their clients will be hindered.
Modern scanning and documentmanagement solutions offer functions that are simple to use and do not require time-consuming training. Storing data that is captured by scanners, processed by capture and recognition software and housed in an electronic documentmanagement system is quick and does not damage documents or compromise quality. Records can be preserved properly, particularly through colour scanning at optimal resolution.
Once hardcopy data is scanned, digitised and stored in a database which has been calibrated according to a specific contentmanagementsoftware solution, the files are accessible via a customised interface such as a network or web interface. Easy-to-use search functionality allows for quick and effective access to files stored in the repository through keyword recognition, reference numbers and a variety of other search and indexing criteria. Electronic recognition and documentmanagementsoftware is easy to use and can be integrated with any existing information storage infrastructure.
Companies which store confidential documents as unstructured data often run the risk of information and security breaches. Digital documentmanagement of private information guarantees that information will remain classified and safe. Access rights and varying permission levels for the document repository can be assigned by the archive manager, who controls who may access the information in the documentmanagement database.
Good scanning and document digitising companies should offer a service level agreement, guaranteeing that their equipment, scanning services and enterprise contentmanagement solutions will provide continuous assistance to their clients and ensure that investment in such systems is optimised.
A more efficient document workflow means more time can be spent on other procedures and operations. This creates the opportunity for a business to offer a better product and service structure, resulting in satisfied clients, increased profitability and outstanding service levels. Fast, easy access to well-managed data is paramount to the efficient functioning of a business.
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Moderators will monitor your site and ensure that it remains current. They provide you with alerts that inform you of any issues that may arise in preventing the smooth operation of your website. After consultation with you, they can implement changes, updates and fixes to get your operations running smoothly again. Other services are also on offer at your request, so that you can provide the guidelines for the content you wish to be managed and we will ensure that you can rest easy knowing it is being handled immediately and directly by trained staff. For example, you may need to ensure that offensive comments are fielded to limit your brand degradation, or you may need to immediately post a press release to respond to the market climate.
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If you run a firm, even if it’s just a small company, but your website consists of more than a dozen pages, don’t you want to find a way to properly maintain it and update its content? Because there has to be a much better way than to individually coding the content through HTML. Not only is it time consuming, but it also requires a lot of effort to whoever is tasked to do the updates. For this reason, it is important that you choose the best one among the many web contentmanagementservices that can help you with your online requirements.What are the things that you should look for in a contentmanagement system or CMS? This is the software that a web content firm will be offering to you so you can easily update your web pages, without the need to hire a web developer each time new content has to go online. There are a few factors you should consider and the most common ones are the following:1. Ease of useWhat good is a contentmanagement system that is not intuitive and requires too much training for anybody to use it? The whole system has to be easily understandable that someone who is not highly technical in terms of web technologies can easily put up new content on your website.2. SupportDoes the web contentmanagementservices that you choose offers good support? And for how long? You know that technology gets updated very fast and you surely don’t want to be owning a piece of software or system that is already obsolete two or three years from now. That is why support is highly important.3. CostDefinitely price is a major factor. Unless you have unlimited cash or resources, but like most firms, you don’t have that luxury. There are a lot of price points that you can consider that can match your contentmanagement requirements. But remember the old saying, you get what you pay for. Just consider this venture as a necessary investment on your part.4. Compatibility with current web standardsIf you are not knowledgeable enough to tackle issues that refer to web standards, then find someone who can help you understand them. This is because you must know if the contentmanagement system you will be purchasing strictly adheres to such standards. This is important because it will result to greater website usability and ease of use on your part.5. Turn over periodYou have your deadline. You know that your website’s readers will not tolerate a site that is constantly under repair due to the implementation of a new system from your web contentmanagementservices firm. You certainly do not want to lose a considerable chunk of your audience. Therefore it is important that you have a clear understanding of when the whole contentmanagement system will be fully ready. This is also to give you enough time to fix any bugs in the system should something like those arise.
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Copyright (c) 2008 Bill Thomas Documentstorage—how you handle that endless collection of reports, memos, charts, photos and other items your business accumulates — is one of the most important decisions you make in business. I call it a “stealth business decision” because if you don’t make a plan for storage upfront it can sneak up on you and can become an overwhelming problem. Whether you decide on an old-fashioned (and common) boxed storage solution, an open shelf filing plan or a more manageable and efficient electronic system, how you store your documents is something you dare not leave for low-level staff to work out on their own. The result of that can chill your blood!
The problems with an on-site box method of file storage are fairly obvious. They eat up a lot of valuable floor space and the busier your office is, the worse the crowding. This type of documentstorage also leaves you open to theft and unauthorized review of important corporate documents by low-level personnel, cleaning staff — pretty much anybody with an extra dose of curiosity. At the very least, it makes sense to house these boxes of vital records in a secure off-site location where carefully screened professional staff can assure that no one but your specially authorized employees have access.
Many medical offices keep records of current patients in color-coded open shelf filing systems. Medical professionals need these documents at their fingertips and onsite storage seems like a good solution. However, as the number of records grows they can quickly overtake the space set aside for documentstorage. Many new medical offices are turning to electronic documentstoragesystems that still keep patient records at staff’s fingertips, while eliminating the cumbersome, and let’s face it, ugly bulging patient files that cloak many office walls.
If your office is overcrowded with boxes and files, and you’re trying to select a storage solution, make sure these questions figure into your decision process:
If we want to use an off-site boxed file storage system, does the company under consideration use a bar-code tracking system for items in storage?
If you use an off-site documentstorage solution, does the company provide storage boxes, collect your records and catalog them for you, or work with you in doing so?
Does your off-site contentstorage provider help you establish a retention strategy and agree to adhere to it?
Does your documentmanagement provider offer a shredding service and assure confidential record destruction?
If you are using an electronic documentstorage system does your potential provider offer digital imaging and document scanning services?
How easy is it to retrieve information from the documentmanagement solution and how quickly can records be in your hands or on your computer screen?
What are the hours when service is available? Do these business hours meet your needs?
Is the documentstorage solution under consideration economical?
Are documents stored within the system tracked from inception to destruction — the entire life of the document?
Clearly, what at the outset may seem like an easy, even a “no brainer” decision is anything but. Make your file storage decisions upfront and with full consideration of the many options at your disposal. This is the way to guarantee you end up with a structured, effective documentstorage system that increases productivity, meets your needs and gives you real peace of mind.
As a Website Editor you have a fully maintained site or internal network (intranet). This system of information distribution is seemingly helpful though it continues to be far from ideal. The content of your pages are tirelessly hard to maintain and update without a full time specialized member of staff specifically in charge, so much of your content becomes dated and wrong. Generally the systems for updating and maintaining are fairly complex so once again hard to track and function.
This information could lead you to having out-of-date prices or offers still displayed, inaccurate information being displayed or shown and ultimately leaving you unguarded in the event of negative legal matters (this incorrect information possibly leading to customers or clients taking legal action for one reasons or another). This caution and common problem is an everyday issue when using professional, specific manual online tools such as Dreamweaver and FrontPage. These problems are what ContentManagementSystems are created to smooth over.
A ContentManagement System cradles and secures the design, maintenance, displaying and distribution of corporate information. It creates the complete end to end journey of the particular website, from providing templates and tools to facilitate the content, onto the display and then to finish the final archiving.
It also provides the user with abilities to manage the content and shape of the site, the appearance of the published content and the journey and navigation maintained for the end user.
Internet ContentManagementsystems are controlling and creative systems, implemented fully as a web application in order to create, manage and maintain HTML content (HTML being the integral language that is written to create today’s web sophisticated web pages). The systems are used to operate and control mass amounts of internet documentation and their related images. They successfully guide the functions of editing, site maintenance, subject control and content implementation.
These systems allow users little understanding of HTML, however the platform still gives them the freedom to write and create web content and product. In short Web ContentManagementSystems facilitate web editing to another level of user, as explained users with minimal knowledge of programming languages can manage, create and produce web material with little effort or special training.
The majority of these systems use an enhanced database to store content, higher descriptors such as metadata (data about data) or other tools or creditors that may be needed by that particular system. It is common for XML to be used in interchanging data over the Internet and it is normally used to manage and facilitate versatile presentation options.
The page content will be displayed to web surfers based on a pre-determined group of templates. These templates can occasionally be processed as XSLT files which facilitate the journey of information onto your pre-determined website. The majority of ContentManagementSystems use server side caching to allow greater storage of information and quick access to that information. These are used generally on sites that are not edited on a regular basis but achieve plenty of internet traffic and hits.
A ‘fat client’ is a computer in client-server architecture networks which normally allows mass functionality free of the central server. The administration is usually completed through browser based interfaces the pre-mentioned ‘fat client’ is used by some more specialized systems.
Different and aside from web site builders, as previously mentioned website contentmanagementsystems allow people to make changes and maintain their sites in a completely non-technical and user friendly capacity. However generally these systems and processes will still need an experienced Web Editor or HTML coder to set up more dynamic and thorough features and end content.
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With a rapidly changing world , an abundance of information, it is a common knowledge that all websites require constant updates as static content simply isn’t useful to visitors and customers.
It is also forcing organizations to find creative ways of leveraging this information or content to create a competitive advantage. These organizations can look towards adopting a software as a service model to manage their multiple digital assets from a single centralized interface.
Content is king these days and websites need to be managed and driven by the business people, far less by the underlying technology that is needed to build up the content.
New and neat content is driving people and customers to websites and it clearly builds a long term relationships with viewers and visitors of the site.
A modern business or organization needs therefore an engine to streamline all its digital content from one single interface and needs an engine that is scalable and manageable by different types of content contribution. An engine that can be used as a service, rather then as a software product, whether it is custom build or open source software. A contentmanagement system provided to you as a service guarantees an end-to-end responsibility of the vendor that the software will work according to specifications and that your content will be on-line in a timely manner and will remain there.
Adopting a softwareservice model for building up web or digitized content, is also choosing a fast deployment model, a low cost deployment model, a fast adoption cycle within the organization, a fast proof of concept and transparent updates and upgrades, as you will always be running on the latest available release of the software without additional costs.
Important as well, is that in the cycle from proof of concept to launch of your digital platform, Help will be available to you in order to guide you through the process. Although open source CMS system play a role in the contentmanagement market place, they quite often lack the support resources to build up a feature rich and function-rich environment. Other hidden costs coming from development, maintenance, upgrades and hosting that are common for the open source CMS systems, are completely transparent for CMS systems sold as a service.
The service delivery guarantee plays is an important plus for CMS vendors that have adopted a service model, as all payments are predicated upon service delivery. Because the risk of canceling the service when it does not meet specifications or SLA’s, the vendors with a service model become more accountable and are certainly driven to make your site a success for the business.
By using a service model, organizations can cut down on their own risks, and choose different functionality as they grow their digital presence. Also the vendors are scrutinized and evaluated on a permanent basis, because one can shift to another competing vendor almost overnight. Vendors are billing monthly, quarterly or annually, but the costs are spread over the lifetime of the usage of the service. In a traditional product model, the entire cost is paid upfront and the risk of product implementation, adoption and continuity is on the shoulders of the customer.
There are serious productivity gains to a service model. Any business user or any user if allowed can contribute to the content of the website, and this from any location and at any time of the day and by simply using a web browser. The entire rights can be managed and changed depending on the needs of the business and the organization. Different people can be given different editing rights, depending on their contribution. Templates will guide content contributors through the editing cycle. It allows basically anyone with editing or admin rights to quickly and easily create, edit, manage and publish unique content to the digital content of your website.
And not least, there are significant reductions possible in the cost of ownership of your digital content. And it start with your proof of concept, that can now be done in a matter of weeks, rather then months. Then the price of the service, whether billed monthly or quarterly is substantially lower then comparable custom made software and hardware. There is a substantial costs, hidden in the case of open source CMS system, open in the case of custom build CMS systems that goes to upgrades, support, Helpdesk and trouble shooting. All those services are included in your monthly subscription if you choose the CMS service model.
And all the above is available without having to compromise on functionality, because most of the CMS systems delivered as a service have come to market quite recently and have a full set of modern features and often include capturing, editing and managing more digital content then equivalent custom build contentmanagementsystems. And the functionality is growing by the day, it is adapted to the latest demands in the marketplace and that functionality is made available to the entire customer base as soon as it launched. Traditional software vendors can very often have big disruptions in their releases and come up with a completely new technology. Service models can and will never be able to do that.
In conclusion, in the web 2.0 world there are thousands of reasons to move your digital content to a contentmanagement system. Other then the obvious cost of chance, there is no reason not to do it. About 40% of all businesses have adopted some sort of CMS system and by 2011 that number will be at 60%. For small and medium sized businesses and for all non-profit organization the choice remains difficult and to a certain extend risky. The risk can be diminished and the cost can be well controlled by choosing a Softwareservice model for managing your digital content. You can enter the modern digital era without having to do a major upfront investment.
Philippe Bodart is an IT entrepreneur and has been at the forefront of many innovative technologies in the IT and telecoms sector. More on the author can be found on LinkedIn under Philippe Bodart or on http://webriq.com
Philippe Bodart is an IT entrepreneur and has been at the forefront of many innovative technologies in the IT and telecoms sector. More on the author can be found on Online Website Builder or on AUTHOR
