Posts Tagged ‘Content Management’
Tuesday, February 26th, 2013
Many businesses and managers are reluctant when it comes to replacing familiar systems that already exist in the office. When it comes to transitioning content management systems to the cloud, a major concern for most companies is confidence. Business owners and executives want assurance that the new structure can handle their unique needs with functionality and security. This confidence can be bolstered in several ways (check out our previous article-Simplicity Rules in Document Management), but the most telling factor in boosting our faith in the usability of such systems is to look at all the ways these platforms have already crept into our daily lives.
In many ways, the same technology that we are avoiding in our professional lives has become the technology that we seek out in our personal ones. Take Apple’s iCloud for example. This program allows individuals to store content such as photos and music remotely, and then access it from any of their Apple devices such as an iPhone, iPad, or iPod. Microsoft accomplishes something similar with their SkyDrive, a free service for storing, sharing, and editing files online. Offering comparable services under the Google banner, is Google Drive. If we want to look even further, we can see cloud storage offered in the form of Box, Dropbox and other online cloud storage providers. In the basic sense, many of us have been using online webmail as cloud storage for years, emailing ourselves files that we can later access from other locations as needed.
It may come as a striking realization but when you look past the brand names and the marketing, many of us are already using cloud computing for storage and content management in our own personal lives. The cloud is all around us- most of us use it everyday. As an already trusted resource, isn’t it time we start using cloud content management in a practical business sense?
Next week, we’ll discuss exactly just that – trust, cloud based applications and sensitive or confidential information.
Tuesday, January 8th, 2013
The cloud offers amazing potential for most businesses, but cheap and easily accessible cloud storage can be a dangerous option if not kept in check.
When you have the space to store anything, it’s very tempting for many businesses to save everything, and that’s when problems can start.
In ages prior to computer storage, some companies would keep giant records rooms full of files. Depending on the size of the company, an entire department could be devoted to keeping the filing process running smoothly. To keep records systems current and accessible, a lot of organisation is needed, whether your files are in paper form or digital. Cloud storage is like a filing cabinet or records room. The structure might be in place but the contents and their arrangement can determine how efficient your business will run.
Computerized filing can lead us to become digital hoarders. As tempting as saving everything and their duplicates may be, it can add incredible amounts of complication if your company is ever faced with a lost file, a legal or regulatory audit, or must comply with a new or revised law regarding information security and storage. While business growth and changing operational environments may require larger amounts of information to be collected and stored, the solution isn’t just MORE storage, but rather BETTER storage – specifically, cloud content management.
A well designed cloud content management system keeps files properly organized and accessible so that users can access files quickly when and where they need them. Systems can also be designed to streamline or completely automate common file elements (such as inputting a customer name on multiple forms), reducing the chance of errors and confusion in the future.
So, while the new year and the wonderful world of cloud computing hold a lot of promise, if you move to cloud storage, be sure to consider a content management system to match. You will be thanking yourself in the future.
Tuesday, November 20th, 2012
A fuse was lit with the invention of smartphones and tablets. Now this spark of change is travelling along rapidly, ready to detonate in a burst of exciting possibilities, challenging our modern working world and how we view mobile document management.
According to a recent study by Flurry, the pace of adoption for smartphones is 10 times the rate at which people adopted PC’s in the early days of personal computer technology.
Your staff are going portable at an incredible pace, and whether or not you are prepared for it, chances are your content is already being viewed and used on mobile technology.
If you don’t have a mobile document management system in place, and your team members are working on mobile systems, there are a number of challenges you might face:
1. Multiple Versions:Mobile users often email themselves copies of a file so that they can work on it from a phone or a tablet. This means that you immediately have two versions of the same file. If someone makes changes on the original file while another person is working on a copy while mobile, this creates a version conflict.
2. Out of Date Information: For people working off of a mobile device that isn’t connected to a main network, copied files can potentially become out-of-date the moment they are copied to another device such as a smartphone or tablet.
3. Security Issues: If users are circumventing existing security procedures to work on content with mobile devices, you’re leaving yourself open to problems. A well-planned mobile document management system can help you limit security risks while keeping information flowing.
Mobile technology offers incredible opportunities for increased efficiency and flexibility in your business, so welcome it into your company with a mobile content management system. The spark of technological change has already ignited, so sit back and enjoy the fireworks.
Tuesday, November 13th, 2012
Imagine a system where a healthcare provider has access to all of a patient’s records, across multiple departments. This is the eventual goal of many initiatives currently underway, but we’re not there yet. Efficiency and quality of care are two factors that can improve with the use of properly implemented electronic records. As an effective tool for health care staff and allowing for an improved patient experience, electronic records seem like an easy way to harness technology to improve the overall healthcare experience.
So, what’s the hold up?
It will come as no surprise that one barrier is funding, but the obstacles don’t stop there. Change, even for the better, puts us into unknown territory. The average timeframe for the adoption of a new IT component in healthcare is 3 years. What’s causing these delays? Often it comes down to resistance among end-users.
Many healthcare providers already feel inundated by their existing workload. Add to this the stress of having to learn a new record keeping system and it is hard to believe the transition will be a smooth one. The primary focus of any healthcare professional must be on providing patient care, but for many, an ever increasing amount of time is being spent on administration and paperwork.
Given these challenges, the resistance to learning a new content management system is entirely understandable. An easy way to facilitate the transition to a new method is to customize your electronic records system to closely resemble the existing paper one. This can speed up training and reduce resistance because workers are already familiar and comfortable with existing forms. The key is to focus on improving existing forms rather than spending more time creating new ones.
A customized content management system can be used to automatically fill out repeated information, such as the patient name or their prescriptions, saving healthcare providers the time and effort of repeatedly filling out duplicate information. Electronic forms can make use of buttons, sliders, and other alternate inputs that let the healthcare provider quickly and efficiently record the necessary patient information. When planned properly, a tool that was once a source of fear and trepidation can become a source of empowerment!
If you’re contemplating a new content management system, making the right design choices can not only minimize resistance amongst your healthcare providers, but it can also help them become happier and more efficient in their jobs.
Tuesday, October 30th, 2012
Content Management Systems are an excellent solution to streamline project management and workflow. As Palomino Inc CEO Markus Latzel mentioned to Karim Kanji of thirdocean during an XConnect interview: CMS solutions allow an organization to better communicate internally. When implementing a CMS system you need to be sure you take the right steps to benefit.
One difficult challenge of introducing a Content Management System is getting every user on board with the changes that are involved. Change can be difficult no matter what the situation is, like moving from a keyboard to a touchscreen. Ensuring that users know the positives that come with implementing a CMS solution can ease the transition and generate excitement about the change. Apple’s new product launches, the most recent being the iPad Mini, are an excellent example of introducing new concepts and the issues they solve. When introducing a CMS solution into your firm, focus on the issues it solves and the positive outcome, not the change it creates.
Within your organization you need to establish who will be trained to use the system prior to launch and ensure it becomes a part of their daily routine. It is best that not only the IT team understands and uses the system, instead have several departments involved. Direct Energy’s IT and Marketing team worked together on the same system for a rewards program for their customers. Any department who will be using or benefiting from the system should be educated and trained during implementation to ensure better understanding.
Finally, make sure the transition is smooth and not overwhelming. Incorporating too much, too fast can have its repercussions. Having a plan that eases users slowly into the new system will allow for an easier transition, which could include outsourcing professional training from the company you purchase the CMS solution from.
Tuesday, October 16th, 2012
Ensuring that the best care is being provided to patients is essential. Healthcare Management has made huge strides in the last decade to truly incorporate technology advancements to streamline workflow. With better management of all information entering a facility, healthcare providers can be confident in the treatment they are giving patients.
Palomino has had the pleasure of working with the Hospital for Sick Children to implement better workflow solutions. The Heart Centre Biobank being one of these projects. One in every 100 newborns is diagnosed with a congenital heart defect. The Heart Centre Biobank is a multi-centre research network dedicated to collaboration that will expedite scientific discovery leading to life-saving solutions.
With an international network of healthcare researchers and providers, a workflow system is needed that can be customized to fit the needs of this amazing project. Our team was able to provide this network with a content management, knowledge management and social networking solution that could be tailored specifically to the Centre’s needs. With that Palomino is fortunate enough to be one piece in a grand puzzle, solving health concerns that could affect us all.
Tuesday, October 9th, 2012
When running a small business, the ability to share information with your partners and staff in a safe, secure manner is essential. When a partner is out of town on a business trip, or is permanently located in a different country cloud content management systems, such as WebPal, are a great and affordable tool for improving the efficiency of the small business.
The ability to share information via ‘the cloud’ has led to a new realm of business opportunities. It has also allowed for small businesses to expand faster and manage their operations in an effective way. Start up organizations such as Konekt.me and Pointify have made this an integral part of their business operations.
As a small start up based in Toronto, Konekt.me is able to work and share information with its developer in Vancouver at an affordable rate due to cloud management. Pointify, based out of Toronto is able to have staff working in Toronto and Vancouver, sharing essential information in real time. All of the infrastructure for Pointify is managed on cloud services easing the process of running a start up organization.
WebPal, as a cloud content management system is helping small businesses grow by providing them with an affordable way to streamline efficiency and access information from anywhere.
Thursday, September 27th, 2012
Implementing eHealth policies can be difficult, as you are often dealing with large institutions that struggle with making decisions, and technology that can often become obsolete before a system can be put in place. One example of this occurred last week when a “$46.2-million contract to build an electronic diabetes registry for eHealth Ontario had formally been cancelled.” Reports indicate that the proposed system had since become obsolete as newer versions of the technology had been developed. Cloud technology and content management system is a fast-paced world where new technologies come and go, which can pose a challenge to health care providers. This is an area WebPal is very interested in. Our CEO Markus Latzel will be presenting at the HIMSS Ontario event in October to discuss WebPal’s role in eHealth initiatives and the future of eHealth.
It is undeniable that there are benefits of a content management system in healthcare: it can help regulate patient and physician paperwork, helping people get the best care as quickly as possible. Sunnybrook Health Sciences Centre in Toronto recently experienced what this type of technology can do in terms of processing patients. MyChart is a mobile app that provides access to diagnostic scans, surgery results and medical progress reports on the cloud.
“It empowers the patients so much more – like we are in it together. And it is a whole new way of doing medicine,” said a cancer surgeon at Sunnybrook.
Tuesday, September 4th, 2012
One of the most difficult things to manage when it comes to digital document management is collaboration between users. Using email attachments can become a headache when there are multiple collaborators on a specific document because it can result in more than one version being passed around. This isn’t a problem with systems like WebPal, which track which users make changes and updates the most recent version of the document in real time. This can do wonders for a business in terms of minimizing office clutter and unneeded paper copies of a document. Cloud computing is what facilitates this advance to efficiency in the workplace, but not everyone in the world is catching on so quickly.
A study of 4000 business professionals in the European Union has indicated that although “86 per cent of respondents used cloud services for personal use, less than a third (29 per cent) used it for business purposes.” One of the main problems was an unfamiliarity of what cloud computing could do and what it was used for. 32 per cent of respondents said the cloud was “a thing of the future.” Kim DeCarlis of Citrix has said that there is “a wide gap between the perceptions and realities of cloud computing.”
To capitalize on the benefits of cloud computing, sign up for WebPal today.
Tuesday, August 21st, 2012
Some of the biggest players in the digital media and information technology space are making major changes to their business models to include cloud software. With services like WebPal, it’s hard to deny the inherent benefits of using cloud content management systems to organize large archives of documents and increasing the mobility of the workplace. Adobe is integrating cloud capabilities into their Creative Suite with Creative Cloud, which will include an Adobe Creative Cloud Connection for syncing and storing files, 20 GB of online space to sync and access content from Creative Cloud, and Adobe’s Touch suite of mobile apps.
Cloud software is the fastest growing IT sector, with a projected revenue of $5 billion for 2012. Cintas, a document management system, has released their top 10 list for document management innovations over history. This includes the transition that took place thousands of years ago from stone tablets to papyrus paper to the printing press, the latter of which is arguably one of the most revolutionary advances in information distribution next to the Internet. At the end of the 1800’s, the filing cabinet and paper clip were developed, which remained as the dominant document management system until 1957 with the adoption of the personal computer and in 1982 with the inception of the Internet.
Cloud content management systems like WebPal offer a secure server to upload your content, providing real-time updates when changes are made to those documents and enabling you to convert documents easily. For more information on our document management system, please visit our features page