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Document Management, Document Management Software

It's a Sync and Share World

Show me a company that doesn’t provide a way for its knowledge workers to share and collaborate on documents via their mobile devices and in the cloud, and I’ll show you a company that has a big problem.

And the problem is bigger than a bunch of bright employees who are supposed to be doing their jobs with their hands tied behind their backs and an anchor attached to their feet. Why? Because they are lobbing documents into the heavens anyway.

That’s bad for your company and bad for your job, Mr. CIO.

But with as much marketing material as we see about Enterprise File Sync and Share (EFSS) solutions that have been built to address the aforementioned issue, the reality is that fewer than ten percent of companies have them in place. And while some managers might argue that they lack the security and other features that their current way of doing business provides, it’s an argument that loses more and more validity each and every day.

EFSS vendors are constantly making big moves to let IT managers sleep at night and to keep end users happy.

Here are some examples that think are worth spotlighting this week.

Kofax Digitizes Transaction Management

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Kofax, recently acquired by Lexmark, is back again — and this time, it's offering end-to-end digital transaction management.

Not the hottest end of the document management space, you might think.

However, with the new capabilities added to the Kofax TotalAgilty platform, you get some serious functionality that can securely automate both your financial transactions and the paper-based transactions around it.

Now that’s pretty hot.

4 Reasons ECM Needs To Go Digital

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Enterprise content management (ECM) can't seem to get any respect. In just the past few months, several researchers have independently warned the whole space is being disrupted by forces outside of enterprise control.

Alfresco, which has long offered on-premises, cloud and hybrid options, just produced a new report to look at these forces are and how they are disrupting the landscape. To find out more, we talked to Alfresco co-founder and CTO John Newton.

While ECM is in a state of disruption, Newton claims the basic material needed to carry out business tasks remains the same. That basic material is content.

Microsoft Puts OneDrive on the Apple Watch

Microsoft is offering OneDrive support for the new Apple Watch.

The new version of OneDrive appeared in the Apple store yesterday. According to the blurb on the Apple store page, it offers users the ability to access and delete OneDrive photos right from their wrists, as well as view albums and find photos by tag.

Have You Heard About Exchange Server 2016?

Microsoft has been tight-lipped about its plans for Exchange Server 2016, the on-premises release that it plans to ship in the second half of 2015.

Until last night, that is.

While it won't make the big reveal until Microsoft Ignite kicks off in Chicago early next month, the new release will focus on productivity, collaboration and information governance, according to a blog post by the Microsoft Exchange Team.

The team hinted that many of the changes will be familiar to Office 365 users, noting, "Most of the new features in Exchange Server 2016 were birthed in the cloud and then refined in a feedback loop that includes millions of mailboxes deployed worldwide."

How You Can Cope With Email Overload

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Feeling overwhelmed by all that email?

Think fast, short and selective: When email piles up, most people send short responses to a small number of incoming messages as quickly as possible.

If you're the one sending the email, you have better odds of getting a response if you send your messages on weekdays, during regular business hours — especially if you can resist the urge to add an attachment.

These are some of the not-so-surprising findings of a large scale study by researchers at Yahoo Labs in Barcelona and the University of Southern California. The researchers analyzed the behavior of more than 2 million users exchanging 16 billion separate emails over several months, which they describe as the largest single study of email behavior to date.

Is Adobe Building A Productivity Cloud?

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It’s been a busy week in the document management space. Adobe let loose its Document Cloud, Accusoft and EMC teamed up on a release, and Microsoft shared some new releases and promises of things to come.

Does Lexmark Have What it Takes to Be an 800 Pound Gorilla?

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Where does an 800 pound gorilla sit?

Anywhere it wants.

And in the case of Lexmark, it wants to sit in the enterprise software space.

Brian Anderson, Chief Technology Officer for enterprise software at Lexmark, told CMSWire that the combination of Lexmark's hardware business, plus the enterprise content management capabilities gained through its 2010 Perceptive buy, plus the business process management spoils from its recent Kofax acquisition will turn Lexmark into an 800 pound gorilla.

You Can't Create Digital Businesses Without E-Signatures

Two converging trends — the growth of the mobile workforce and digital business processes — are giving a big boost to the e-signature market.

That's the word from Michael Laurie, co-founder and VP of product strategy at Silanis, an electronic signature provider.

"Acceptance for e-signatures has been growing over the past years in terms of end user adoption," he said, noting that customer experience is a priority. If users don't like an e-signature solution, they won't use it, he said.

Build Your Own Dropbox-Like File Server with ownCloud 8

Mention the phenomenon called Shadow IT — and someone will likely mention Dropbox. 

Shadow IT happens when departments or individual employees use technologies that aren’t sanctioned by IT — something that has been increasingly easy to do since cloud-based services arrived. And Dropbox is often the service of choice.

Employees, left to their own devices, provision Dropbox file sharing folders, often violating company policy.

Why don’t employers stop this wild and flagrant behavior?  The simple answer:  Dropbox just works better than many enterprise solutions.

Dropbox Sweetens Its Business Products

Dropbox wants to be the place where you store, sync and share files at work, and, for the most part, it already is.

Only 9 percent of employers have official enterprise file sync and share (EFSS) solutions in place, so it doesn’t take an Einstein to discern that workers are going rogue.

Chances are good that they’re doing so using the most popular file sync and share solution in the world, Dropbox. In a recent conversation, Ilya Fushman, head of Product, Business and Mobile at Dropbox, told us that Dropbox is home to more than 35 billion office documents.

This is a good thing for Dropbox. But it would be even better and bosses would be happier if all this file sharing was done in the open — with employer consent and the knowledge that everyone was adhering to company policies.

That’s what Dropbox for Business is for, and why Fushman’s team is working at a rapid pace to meet the needs of business customers — and why Dropbox introduced two new products today.

Acrobat Wants You to Do Magic on Adobe's New Document Cloud

In this, the digital age, we’re still using paper, and a whole lot of it. About 80 percent of document-based processes are at least partly dependent on paper, according to research by the IDC.

“People are still being forced to print, scan, fax and/or mail documents at some point in the process,” said Mark Grilli, vice president of product marketing at Adobe.

It slows the pace of business to a snail’s crawl because we’re living in an increasingly mobile world. People aren’t tethered to their desks waiting to fill out forms and sign things, let alone fax them back or put them in an envelope in need of postage. And when it comes to circulating documents, forget about it.

What Does Box's Lousy Showing Mean to the Enterprise?

Box CEO Aaron Levie better have had an extra cup of coffee before he arrived at his company’s Silicon Valley offices this morning. Chances are he was staring at the NASDAQ ticker all morning — his company’s shares are down a whopping 15.64 percent (as of 3:03 EDT).

OpenText Automates Contract Process Management

OpenText announced the release of a new contract management solution. It will enable enterprises to automate the entire contract process and related tasks by pulling together a number of technologies from OpenText’s enterprise information management portfolio.

The new product offers contract process management — for the smallest and simplest contract to the most complex contracts for global organizations.

The release comes at an opportune time for legal departments, which we reported last week are struggling with even the simplest document management tasks.

In a statement OpenText noted that its new Contract Center solution offers automation and management of processes from the very first contact through authoring, negotiation, execution, renewal and retention.

Here's Another Reason for CIOs to Like Dropbox

There’s a reason why Dropbox is one of the defaults for saving Microsoft Office documents: 35 billion of them already live in the cloud file storage service. And though some might be homework assignments, recipes, directions to soccer fields and such, a large portion of them are about business.

Yet according to a recent survey only nine percent of work documents are stored in a company-sanctioned file sharing service.

This spells h-u-g-e  o-p-p-o-r-t-u-n-i-t-y for Dropbox for Business. After all, Dropbox is the unofficial file sharing service used by most workers. All Dropbox for Business needs to do to win the market is to earn IT’s blessing.

The company is working feverishly to do exactly that.

Are You Managing Documents Like It's 1990? [Infographic]

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Forget file-sharing services like Dropbox, Box, Nitro, Syncplicity and OneDrive for Business. Ditto for high resolution monitors, tablets and digital signatures. 

More than a third of us are working with documents and collaborating the old fashioned way, via email, printing and editing, hand signing and scanning — you get the idea. So says a survey conducted by Nitro and the PDF Association. It looked at the way 1200 knowledge workers in 56 countries across 13 industries and 10 professions used documents on the job. And it’s not just small companies that we’re talking about, but those with as many as 10,000 employees as well. 

Legal Professionals Struggle With Poor Document Management

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New research from Workshare claims the legal industry is plagued by a greater than average share of document mismanagement and chaos.

The survey, based on responses from 220 legal professionals, shows that 78 percent are struggling to meet targets in spite of document and content management strategies to improve efficiencies.

Are E-Signatures the Missing Links in Paperless Offices?

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The paperless office is still a dream.

While there are plenty of possible reasons, the most likely involve a combination of technology and management — and, some claim, the failure of even organizations with enterprise content management (ECM) in place to adopt an e-signature strategy.

The problem is not a lack of available e-signature solutions, but the failure of C-Suite executives, including Chief Information Officers, to deploy or develop IT strategies that include digital signatures because of security and legal concerns.

Looking for Microsoft Universal Apps for Windows 10?

Only two weeks after it announced they were on the way, Microsoft has released the preview version of Universal Office apps for Windows 10. This first batch includes Word, Excel and PowerPoint.

These apps are available for free download for PCs, tablets and phones that are running Windows 10 Technical Preview, and will be followed in the coming weeks by the other Office apps.

Dropbox Says Open Sesame with Its New Button

Dropbox just gave its 300 million users another reason never to leave. While some Sync and Share providers would brag about a release like today's, Dropbox doesn't — that's not its style.

What it does instead is ever so quietly say “Hey, by the way, look what we’ve done now that will make your life easier.” Its motive is to simply delight you, but how it plays out has another effect. It makes the experience on some of the other file sharing services kind of suck in comparison.

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