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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 ‘Enterprise Content Management’

Top 4 Myths About the Private Cloud

02-10-2013 Chris

From 67 per cent of enterprises in 2012 to 75 per cent of enterprises in 2013, the cloud has finally started to gain traction. More than ever, companies are using cloud content management systems to collaborate and share their important documents. Unfortunately for enterprises looking to invest in private cloud infrastructure, there are still a number of concerns involved in public clouds that put cloud document management into question. In a recent infographic by Skyhigh, it was determined that 40% of the top 10 file sharing systems that are in used by enterprises are classified as “high risk” services. Here are some myths about public cloud services that give private cloud systems a bad rep:

It’s unsecure

When you look at the high risk file sharing services, they all exist on the public cloud. One of the main problems with security on a cloud system occurs when admin roles change and access shifts between employees. Sophisticated private cloud document management systems allow you to easily manage admin roles and monitor who has accessed a document and when.

It’s difficult to implement

Like any new SaaS or IT system, implementing a cloud content management system across an organization takes time, although it is less time-intensive than changing a hardware system. Once the system has been implemented however, the system can easily scale with your business so you don’t have to change services.

It’s not reliable enough for large-scale organizations

Many large-scale organizations operating in regulation-heavy industries, like health care and financial services, believe that the cloud does not offer the compliancy regulations they require for document management. Compliancy regulations in many industries are moving towards Electronic Document Management and many private cloud providers offer the compliance coverage you need.

Employee adoption rates will be low

By enabling employees to access documents on their desktop and through their mobile, as well as offering multiple collaboration and sharing opportunities, cloud content management systems like WebPal are easy-to-use.

Find out more about our secure and seamless cloud content management solutions.



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



Picking the right cloud content management system for your enterprise

19-06-2012

If your organization has content that isn’t being used to its full potential, the best approach for efficient content and document management is putting it on a cloud server. Cloud content management systems like WebPal maintain your content while making it accessible, flexible and secure. The cloud is still a new idea for many organizations, but it’s hard not to see its inherent value to business process management and organizational efficiency, not to mention savings on IT. But with all the different kind of options available, it can become costly if you don’t choose the right system and deploy it properly.

A new survey of over 600 companies conducted by RightScale, Inc. indicates that open source clouds are beginning to dominate the private cloud side of the market. 41 per cent of respondents who were cloud adopters said they are only using open source-based cloud options, 29 per cent were using a combination of open source and VMware, and the other 29 per cent were just using VMware. Wikipedia defines open source as software that makes the code and copyrights are available for users to adjust and study. VMware allows users to move work from an internal clouds to a remote clouds on certain servers.

The real question is if open source clouds are able to meet the scalability and availability demands of the enterprise, from small to large-sized businesses. One critique of it is that it lacks technical and general support of closed source systems. Whatever you choose to deploy, do your research so you don’t end up wasting the time and money you were hoping to save by deploying a cloud content management system in the first place.



In consideration of cloud security

19-04-2012

Cloud content management has grown in leaps and bounds in a very short period of time, but the security of the cloud has yet to reach the same level of maturity. It is the main reason some companies are cloud shy, and is often cited as a main focus for CIO’s.

CompTIA has released its ninth annual “Information Security Trends” study and it has found that although many U.S. companies now trust the cloud enough to use it, 58 per cent won’t put confidential company data on their cloud servers.

A Trend Micro Inc. event was held in Toronto on Tuesday for Canadian Cloud Security Awareness Week that discussed some ways companies can beef up their cloud security.

“We’ve started building security profiles, security protection, around each piece of data and around each workload,” says Steve Quane from Trend Micro, who says these changes are important because of the mobility of data.

“If the data can’t defend itself no matter where it goes, your security model is going to be insuffient.”

The director of systems engineers at VMware, David Tooners, says CIO’s need to start thinking of “the various cloud models – private, SaaS applications and public cloud platforms – as one unit.”

“All of these components add up to what you should be thinking of as ‘your cloud,’” he says.

As a secure, dedicated cloud server, WebPal gives you control over your cloud content management system, without limiting its abilities. Ask us about WebPal Enterprise to learn about secure enterprise content management and other compliancy and security options.

 



Mobility Matters

31-01-2012

It seems as though software providers today won’t make it unless they increase their mobile offerings. The idea that the workplace is limited to the office is now an almost archaic notion, and now efficiency-based software providers are looking at how mobile their product is.

A poll conducted by SkyDox, says that 72 per cent of respondents who are currently using Enterprise Content Management (ECM) systems are considering deploying additional add-ons to extend the reach of their system. Furthermore, 77 per cent of companies would like their content to be available on mobile devices.

Eric Anderson, a partner at digital agency White Horse in Portland, Ore., has offered a few dos and don’ts when it comes to digital marketing; His number one suggestion is determining in the research stage “when customers use your mobile site, mobile apps, and the traditional desktop website.”

Major document management providers like Google Docs isn’t as mobile friendly as one would think, laments one blogger. Software like DocuWare, a document management software that converts files from various formats, only recently extended its mobile compatibility to include Blackberry 6 OS smartphones, as well as Android and Windows Phone 7.

WebPal is all about breaking free from your wired prison, as it is fully accessible on mobile devices and it connects with 30+ apps. Check out which ones here.



Why you should want a job in the cloud

10-01-2012

In our last post, we talked about the growth in cloud computing and the subsequent demand for skilled professionals to run cloud platforms within an enterprise. The new tech means most people interested in a job involving cloud computing are just starting to learn, leaving lots of room for those who already cloud-literate. Luckily, these opportunities aren’t limited to software developers and IT professionals.

Of course, computer specialists and programmers account for the bulk of hiring in cloud computing, but the cloud is becoming more synonymous with business efficiency every day. As a result, employees at all levels of enterprise are being asked to jump into the cloud.

According to Forbes, job descriptions with cloud requirements are increasingly coming to include marketing managers, sales managers, customer service reps, and cargo and freight agents. The American city with the highest demand is San Francisco (no surprise), followed by Seattle, Washington DC, New York and San Jose.

Employers have posted 10,000 job ads in the past 90 days that include requirements in cloud computing.

The lesson to be derived from this? Educate yourself on cloud computing even if you aren’t a developer; even if you aren’t sure how big the market is going to get; even if you already have a job. It will definitely come in handy down the road.

 



Document management vocab for 2012

08-12-2011

As one of the fastest growing industries in the world, document management is constantly changing. Companies, therefore, must not fall behind on how we define and use document management systems. Enterprise Content Management (ECM) used to be considered an all-encompassing for document management software for business, until the even more expansive term Web Content Management (WCM) was introduced to the SaaS-based vocabulary. In 2012, expect even more terms to be introduced as the industry expands and diversifies.

“…new forces are coming into play, particularly technologies like social media and analytics are driving the direction of new features and functionality that is becoming more standard-place with WCM,” says one blogger. He goes on to say that document management isn’t just about content and collaboration; context, channel, consistency, community, consumer behavior and creation are all major factors for new software. All of those factors together put new focus on the biggest C of all: the customer.

Here are some of the new terms you will be seeing:

  • Customer engagement management (CEM)
  • Customer experience management (CXM)
  • Web engagement management (WEM)
  • Web experience management (WXM)

“The future of WCM does not lie in simply managing content,” says Stephen Powers, the principal analyst at Forrester Research. “The library services portion of WCM technology – check-in/checkout, workflows, permissions, etc. – has become commoditized. Instead, decision-makers view it as a vehicle to better engage customers and prospects and move them through the marketing funnel.”

Last week’s WebPal.net Launch was a gold mine for tips on dealing with document management on the cloud. If you want to find out what you missed out on, check out the recap of the event.



Government 2.0: BC government moves their document management practices to the cloud

21-11-2011

Corporations can’t seem to get enough of the Enterprise Content Management (ECM) software market, it seems. The International Data Corporation announced this week that “worldwide document solutions software revenues will grow from $3.4 million in 2010 to $5.5 billion in 2015.” Now the Web 2.0 movement has inspired the provincial government of British Columbia to ramp up their IT and document management systems. Welcome to Government 2.0.

“This strategy sets out a vision for how the BC Public Service will bridge the apparent gap between the complexity of government and the need for more accessible services to citizens,” states a report on the new program. A major part of the new program will incorporate ECM in order to address the state of “chaos” that currently pervades document management in government on every level. A government report on document management practices notes that there are substantial risks and liabilities to not having important documents readily accessible, as well as retaining unnecessary documents.

Besides being a security risk, the lack of centralized content management is costly and inefficient. “White collar workers will spend anywhere from 30 to 40 per cent of their time this year managing documents… the province could nominally investing $450 million annual to manage content,” says the report.

Document management isn’t a new concern for the BC government, the report goes on to say. Whatever previous attempts were made to institute centralized document management have resulted in silos and limited access. An ECM initiative that exists in the cloud would enable more accountability, information sharing and transparency.

This adoption means great things for ECM, as they plan on creating a platform that is multi-faceted:

“ECM (as it first emerged in the IT space) was an umbrella term to include: records management, document management, digital asset management, web content management, XML content management, collaboration tools and social media tools… Today ECM is at a cross roads, [because content management] is too broad and no one vendor does all these things well.”

Government 2.0 plans to address those issues.

This is just one of many revisions planned for summer 2011, and Government 2.0 will turn BC’s IT focus to a “citizen at the centre” approach, as well as the consolidation of their various platforms.

There’s only one more week until the WebPal.net Launch Event, and it’s sure to be an exciting platform to discuss any cloud, document management or enterprise IT issues that you want to know about. To register for the event that will be held on November 29th at the ING Direct Café on Yonge Street, follow this link.



Document Management for Your Business

08-11-2011

There is a lot a company can do with a good document management system. If you look at the Enterprise Content Management (ECM) and the Business Process Management (BPM) market analytics, you can see this is a growing industry; in 2009, the ECM market grew by 5.1 per cent, in 2010 it grew another 7.6 per cent and the Gartner Institute estimates this growth will continue at a rate of 11.4 per cent into 2015.

First, we are going to try to define what ECM and BPM entails, although this can be tricky as its usage and implementation is multi-faceted. We’ll start with ECM because it’s slightly less complicated: according to Wikipedia, Enterprise Content Management “is a formalized means of organizing and storing an organization’s documents, and other content, that relate to the organization’s processes.” Business Process Management is defined as a “holistic management approach focused on aligning all aspects of an organization with the wants and needs of clients.” These are broad descriptions, but that just means that the space is filled with endless opportunities.

If your company has a training or promotional video lying around that none of your employees have seen, or documents you want shared with multiple departments, ECM software can help. AJ Hyland, President and CEO for Hyland Software, commented that “ECM is growing for a reason – it’s very relevant to helping today’s organizations meet their productivity goals. But we believe the most effective ECM solutions are more than just relevant. They promote the meaningful use of content throughout an organization, and do so with a balance of focus and flexibility.”

Meanwhile BPM software’s time is now, according to The Huffington Post. This is because it aligns IT with business needs, reduces costs and optimizes operational efficiencies, as well as increases productivity. What’s most exciting about it is that the biggest pushers for BPM are Generation Y employees within an organization, rather than the IT staff. They’re tech savvy and want to adopt technology that allows them to do their jobs more effectively.

ECM and BPM, especially when they exist on a cloud server, can assist in breaking down silos within a large organization, facilitate innovative ideas and make a corporation more efficient. This is becoming more and more important, as Ryerson professor of entrepreneurship and strategy development Steve Gedeon, points out: “The standard things that show up on a balance sheet or financial statement are becoming increasingly unimportant when assessing the overall value of an organization…” To innovate, you have to look at new ways of doing things.


Have questions regarding document management and how to make your company more productive and efficient using ECM or BPM software? Make sure you come to the WebPal.net Launch Event on November 29th at the ING Direct Cafe.