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The WebPal Wire

Get our latest updates as we bring you new insight on how cloud computing is already changing in its infancy. Security, content and business process are just a few categories within of wide range of topics covered in our blog

Posts Tagged ‘document management’

6 Reasons Why You Should Be Using Cloud-Based Document Management

25-02-2015 Rachel

Document management in the cloud means storing your files in a remote data center, for access at any time from your desktop, smartphone or tablet. One of the key advantages to this approach is the ability to edit documents online regardless of your location or device. This function can also be extended to co-workers, clients, partners or suppliers. The benefits to individuals and organizations are many, which makes online document editing a priority when choosing a document management service. Here’s why:

 

1. COLLABORATION - By having individuals or groups working on centrally located files, whether they are in the same office or located all over the world, productivity and collaboration will increase as a result. No time is wasted searching for the latest version of the file to track what changes have been made and no email attachments are required to ensure everyone has the latest copy. Work is done is real time and the results are immediate.

2. ANYTIME, ANYWHERE ACCESS – There has been a radical change in how people work today. Users want access to their files 24/7 whether they are in the office, in a coffee shop, at home or on business travel using their computer, smartphone or tablet. When employees are given the flexibility of where and how they work, they are happier, absenteeism decreases and productivity increases due to reduced commuting time. Storing your documents in the cloud can help you realize these productivity benefits.

3. SECURITY – Cloud-based document management offers the optimum protection of your corporate or personal information. Your documents are safe and secure in redundant and fault tolerant data centers designed for protection and business continuity. Your files are always available whenever you need them and no document is ever lost on someone’s hard drive or memory stick. Having your data stored in country is necessary if you want to maintain control over regulated data and documents.

4. FILE PERMISSIONS – Not everyone needs access to your document folders or files. Ideally, you can set file and folder permissions by user to restrict what information they can access or download, for how long and whether they can add content to share with others. Providing a one time “guest access” to folders or files is beneficial when you only need to occasionally share information with individuals. Your document management service should provide you with this added layer of security.

5. COST – For those organizations who manage their documents internally, the purchase of file servers and software including the cost to maintain them continue to increase while I.T. budgets are shrinking. Renting a document management service in the cloud can address this problem. It can be setup in minimal time and users can be added or removed in minutes. User training and adoption is typically easier and less time consuming resulting in additional cost savings. With I.T. budgets in decline, moving this service to a monthly operational expense is the right choice for many organizations.

6. BACK UP & RECOVERY – Many files on individual workstations and laptops need back up. Users want a central access point to recover files they accidentally deleted on their workstation. This is critical for mobile users who don’t have access to company back up servers. By using a centralized (cloud) document management service, user files are backed up and centrally accessible. With the use of an endpoint sync agent, the syncing of documents between the user and the cloud is triggered by file changes keeping your content up to date. You can back up your files while enjoying all the benefits of cloud sync and share.

 

About WebPal Cloud Server

WebPal Cloud Server is a business solution by Palomino Inc. for secure, private, and powerful web content management, document storage and online collaboration.  Accessed by over 300,000 users worldwide, WebPal powers collaboration portals for enterprises and small business clients alike. With a fast, slick and intuitive interface, WebPal is easier to adopt than most enterprise file sharing solutions.  WebPal version 3.2 will be released in March 2015 and will feature online editing of word processing and spreadsheet documents.

 

Visit WebPal to register for a free 15-day trial of WebPal Cloud Server. Test drive its powerful capabilities and discover how it can help you bring order to your content and impress your customers with amazing web portals and applications.



The Importance of Collaboration Tools in the 21st Century Workplace

15-11-2013 Chris

The workplace of the 21st century needs to ask itself, “How do we create a culture of innovation?” Innovation is now being treated as a science, as corporate executives seek new answers to the oldest problems known to business. One of the most common answers to this question is providing access to collaboration tools, and there are a few reasons why.

The 21st Century Worker Seeks Collaboration

To understand collaboration in the 21st century workplace, you must first understand the 21st century worker. Take a look at this infographic on the most sought after skills in today’s worker. Collaboration, communication, leadership, productivity and accountability are all keywords that can help organizations empower their employees. “Many businesses are adopting a participative management style, which involves employees in decision making,” says George DeMetropolis, a professor at the University of Phoenix. By creating this kind of environment, employees are motivated to go beyond their standard job description to add value to the company.

The Rize of the Social Workplace

It’s not just an organization’s workplace that needs to use collaboration tools to succeed, its the organization itself. More corporate environments are focusing on developing communities for the customers, as well as their employees. Social networks and social tools are used by large companies in multiple capacities: customer service, product updates, and employee communication. According to IDC, about 75 million instant messaging (IM) accounts were active in business in 2003.

Breaking Down Silos With Collaboration Tools

In the traditional workplace, it was common for multiple departments to become siloed. To achieve innovation, all these moving parts have to be working towards a common goal, and collaboration tools are the most effective way to do that. This is especially true with content management and creation. A 2008 IBM white paper on collaboration recognized this soon after social networks were adopted en masse, and in today’s workplace “content is developed through participation; it is fluid, contextual and leveraged to create opportunities through ongoing collaboration… Participatory capabilities can provide businesses with user-driven innovation, simpler and more productive solutions, integration of tasks, reduced cost and higher employee satisfaction.”

WebPal helps you manage all your important documents on a secure cloud server, while allowing your employees to collaborate



Online Document Management: Tackling the Nursing Shortage

19-02-2013

A discussion paper created by the World Health Organization/International Council of Nurses in 2009 estimated the global shortfall of nurses was close to 2 million in 2005 and projected the shortage would rise to 2.8 million by 2015.

The demand for nurses outweighs the number of students in nursing, and training is not something that happens overnight. How can we bridge the gap between the deficit of nurses and the rising need for care?

The answer is in increasing efficiency. When you consider that as much as 40% of a nurse’s time can be spent on paperwork rather than on interacting with patients, the benefits for improving efficiency (by reducing paperwork) are obvious. The key is empowering nurses with the tools they need to reduce the desk work, allowing them to be the frontline of care they were trained to be. The solution to this treatment approach can be found in online document management.

It won’t be long until we see some new equipment along side of the standard stethoscope and blood pressure cuff. Many facilities are now outfitting their staff with mobile computing devices. Armed with tablets and other portable workstations, nurses are able to bring patient forms and charts right to the bedside. The online document management system can be used to pre-fill in common elements on forms (such as the patient’s name and address) and can be set to automatically receive data from Wifi-enabled monitoring devices. No more handwritten blood pressure readings! A patient’s vitals can be recorded as they are taken, and viewed remotely by any member of that individual’s care team before the nurse on shift even leaves the room.

RN’s typically enter the nursing profession with a great desire to help others. Their primary goal was never to fix forms, it was to fix people. An added benefit of using an online document management system isn’t just a more efficient nursing workforce, it can actually lead to staff becoming happier and more fulfilled in their jobs. With so many advantages, the question isn’t whether or not to switch to online document management, it’s why have you waited this long?



Cloud Computing: Because Sharing Documents Is Better Than Sharing Office Space

22-01-2013

Whether working from home, a local coffee shop, or from a co-working space, the look and feel of many modern offices are changing. Telecommuting is no longer a perk handed out sparingly among a few trusted employees. Flexible working arrangements are becoming more common as businesses become “flatter”, and shift from monitored workplaces to a more results oriented environment.

Previously, managers and business owners were concerned with whether or not productivity levels would decrease if employees were permitted to work outside the physical office space. What they are starting to realize, is that telecommuting can benefit a company equally, if not more so than it benefits individual employees. Just as many “bricks and mortar” retail stores pioneered the transition to the online world, many other businesses are now also starting to say goodbye to their physical locations. Employees need to share documents and information, but in a hyper-connected online world, the need for cubicles and a chat around the water cooler is on the way out.

Cloud computing is often viewed as the gateway to cost savings in the IT department. Once you’ve decided to free yourself from physical computer servers, a whole new world of options opens up for cutting fixed costs.

cloud computing

An effective cloud content management system reduces the need for space for physical servers and sometimes even the number of employees that need to punch in at the office. Staff can share documents with each other from anywhere in the world, safely and securely. If flexible work hours, or moving some jobs into telecommuting positions can help you make better use of your physical real-estate, then you win with increased staff morale as well as reduced costs. Cloud computing allows you to share documents, making the need to share office space a thing of the past.



Santa- Another Satisfied Cloud Content Management User!

27-12-2012

The man in the red suit is settling down after another successful year. With billions of names on his naughty and nice list, a harrowing production schedule of untold numbers of elves and a strict delivery schedule for more inventory than you can shake a candy cane at, Santa has become one of the most demanding content management users you will ever meet.

It’s obvious that Santa and his team must have an incredible system in place, but how do we know he is a cloud content management system user? Well, let’s look at the evidence:

Santa working in the cloud

  1. Browsing Large Archives On The Go: With all the names and deliveries he needs to keep straight, Santa certainly can’t use a paper list anymore. His cloud content management system lets him keep everything organized requiring only a mobile enabled tablet (or WiFi on his sled)!
  2. Mobile Document Management: Santa has long distances to travel on Christmas Eve, and he needs to make sure he is updated on all last minute changes such as addresses of people who have moved, revisions to the naughty and nice lists, and all of the other complications that can occur when you attempt a project as big as delivering presents all around the world.
  3. Secure Content Management: The contents of Santa’s naughty and nice lists are some of the most closely guarded secrets in the world. Those on the naughty list have been trying for years to alter Santa’s files and move their names onto the nice list. Santa can’t afford to lose confidence in the accuracy and integrity of his records.
  4. Process Management: As amazing as he is, Santa can’t be everywhere at once. So, in order to manage all of the different processes at the North Pole that are required as part of getting ready for Christmas, the next best thing to being everywhere is having all the information come to you. A well-designed cloud content management system can help you handle complex online business processes through a web portal.

With evidence like this, it’s pretty clear that the cloud is an important part of how Santa helps keep the magic of Christmas happening while the world keeps growing every day. If a content management system in the cloud can help run a venture as complicated and important as delivering millions of toys to good little girls and boys-on time, what can it do for you?

We wish everyone a safe and enjoyable holiday.



WebPal Server version 2.3.2 deployed

15-11-2012 Markus

To our WebPal Clients:

Today we released a minor upgrade to WebPal Server 2.3, addressing a few improvement requests and smaller feature changes. The deployment was done over night and went without a hitch. As a result, you may notice a few improvements to the WebPal user interface, such as:

  • faster display of folders
  • more fonts, for a more authentic document viewing experience
  • the ability to download a document for offline viewing if it is not viewable online
  • a fix to downloading ZIP files in Internet Explorer
  • a fix to the add user share function
  • further improvement to WebDAV/network drive performance

All in all, very minor changes, but part of our effort to deliver  you the best online document management experience possible.

Your WebPal Team

WebPal Content Server version 2.3.2

WebPal Content Server version 2.3.2



eHealth: Document management in healthcare

11-09-2012

There is little question that the healthcare industry relies heavily on proper documentation. From patient care, to billing, to insurance forms, and appointment calendars, hospitals and health clinics can easily become burdened by an excess of paper documents and an unorganized document management system. The inefficiency this creates can have a detrimental impact on the quality of care that organizations provide, can result in a misdiagnosis or an unnecessary delay in treatment. As the most important industry impacting our well-being, the healthcare industry is looking towards the future with improved documentation systems.

WebPal Cloud Content Management works closely with major healthcare providers and we understand their document management needs. Palomino Inc. has distinguished themselves through their work with major organizations like the Chartwell Seniors Housing REIT, Alberta Health Services and Sick Kids. A recent trial of the WebPal system at the Algonquin College nursing school showed some noticeable changes in the quality of care.

There was more time for the nurse to chat with the patient to get a more holistic picture [of the patients needs,]” says Markus Latzel, President and CEO of Palomino Inc.

For more information on what information does for efficiency within an organization, please visit our features page.



Document management on the cloud

04-09-2012

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.



The history of cloud content management

21-08-2012

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
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BPM with cloud content management systems

07-08-2012

If you are tired of dealing with an excess of paper documents pertaining to your business, you may want to consider employing a cloud document management system like WebPal. WebPal allows you to access your documents from your desktop or your mobile device by organizing them in an easy-to manage archive. It allows you to convert documents to different formats, share a document between multiple collaborators and connects with many of your favourite apps to increase efficiency within your organization and helps you make the most of your content. All of these features can assist you with business process management (BPM), which is increasingly becoming a concern for many enterprises.

BPM is defined as “as systematic approach to making an organization’s workflow more effective, more efficient and more capable of adapting to an ever changing environment.” A lot of time and resources can be wasted by small human errors and miscommunications, resulting in employees misunderstanding their roles or goals. This is especially a problem is you have multiple people working across national borders, or on other sides of the country. Even educational institutions are looking at ways to  improve business management processes.

“Through the creative application of technology, educational institutions can achieve operational excellence. That means working more efficiently and cost-effectively toward shared goals, leveraging technology and tools to accomplish tasks, and knowing that your institution is flexible enough to accommodate new challenges and new ventures,” says one blogger.