Author Archives: Jon Lincoln

Checklist: Ensure Your Document Management Solution is HIPAA Compliant

If you are in any industry dealing with healthcare records, in particular school districts, you are well acquainted with the Health Insurance Portability and Accountability Act of 1996, or HIPAA. In order to protect the privacy of individuals receiving healthcare, this act guides virtually every aspect of information handling.

Any office that handles healthcare records for individuals, such as paperwork for employee health insurance, must ensure that the documentation is handled in compliance with HIPAA. If not complied with, it may lead to fines and, in some case, criminal charges. Continue reading

Global Document Management Set to Grow by 14.28%

Blog Picture_Global doc mgmtWhat an exciting time for technology and the world of paperless offices! As a DMS provider we were thrilled to read concrete evidence of the growth trends we’ve witnessed. The new Technavio ‘Global Document Management Systems Market Research Report 2015-2019’ predicts paperless movement will grow at a compound annual growth rate (CAGR) of 14.28% between now and 2019. Continue reading

etfile Gives back to the Community

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Organizations make an impact in their community in various ways. Volunteering allows you to choose where and how to make a difference, unlike other aspects of life you may not be able to control as an organization. It’s also inspiring and rewarding to see a direct impact on a cause you truly care about.

At our organization, not only do our paperless solutions help the environment, we also strive to provide the best atmosphere for our employees and thus spread goodwill to the community. With this in mind, we now provide each employee two days a year to volunteer for any cause that inspires them.

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Top 3 Reasons Document Management Fails to Launch & How to Avoid Them

The Key to Success

There are many reasons a solution may not launch successfully, but there are ways to nip them in the bud before they come to fruition. We’ve listed the top 3 reasons offices fail to launch document management from our two decades of experience.

You’ve purchased a document management solution but you’re concerned if it will fly with people in your office and how well it will function. In the office, some employees speak negatively about the new process because it’s going to change their daily routine, while others may not have the technical know-how to use it properly no matter how simple the solution is.

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Avoiding the Pitfalls of “Tribal Knowledge”

I’m sure many of you are familiar with the term “Tribal Knowledge”. blog.pngBasically, it refers to any knowledge that is only known by the tribe. It’s based on years and years of history, building expertise, and learning efficient ways to perform complex tasks. It’s a phrase often used in the business world today.

And while this is great for the tribe, it often lies only with one or two people. The problem is – once they leave the tribe – it often goes with them. Same holds true for the business world. Whether due to layoffs or career advancement – company departures often mean the business and technology expertise leaves with the employees. And the company must manually recreate the wheel to find and leverage this information. Continue reading

Happy Birthday Copier: You’ve Come a Long Way

The date may not be circled on your calendar, but this year marks an important milestone.  Seventy-five years ago, the world was introduced to the first copy machine.  And while it’s a standard piece of equipment in every office today, the invention was unheard of back then.

Once standardized, it eliminated the need for carbon paper and made replication and storage of business documents easier than ever before.  And it’s still evolving and changing today.  This reminds me of that old Virginia Slims commercial – “You’ve come a long way, baby”.  And it has. Continue reading

Back to School: Back to Business

back 2 schoolAnyone who’s seen the recent flood of television commercials (and how can you miss them?) knows it’s that time of year again – “Back to School”.  Teachers are busy preparing classrooms, curricula and resources to bring students the best education possible.  After all, that’s what parents expect – and schools must be prepared.

And while parents are mostly concerned with new AP classes, gymnasiums, and football fields — there’s one area often overlooked:  The Back Office.  At its core, the school district is a business and must operate at peak performance.  Because information drives the learning infrastructure, administrators must easily access these resources to perform most effectively.  Continue reading

It Doesn’t Just Save Trees, Document Management Is all About Dollars

Dollar treeIt goes without saying that a good document management system is critical to greener business operations.  After all, there’s less paper – meaning a smaller impact to the environment.  But dig a little deeper and it becomes apparent that the paperless office is more than just saving a few trees.  It’s about saving dollars.

But it does all start with paper costs.  The Environmental Protection Agency estimates the average office worker uses 10,000 sheets of copy paper each year.  Reports indicate the United States alone consumes 30 percent of the world’s paper – even though we house less than 5 percent of the globe’s population.  Translating it to carbon footprint, 40 reams of paper is akin to 1.5 acres of pine forest absorbing carbon for one year.  Getting the picture?  But there’s more to the story. Continue reading

Content Management: The Missing Piece of the Puzzle

Puzzle-piecesAnyone with children knows just how much they love puzzles.  Even for adults, there’s a certain sense of satisfaction derived from transforming a roomful of jumbled pieces into a complete, clear picture.  It’s a good way to fill a day if you have the time.  The trouble is, quite often, there aren’t enough hours in the day.  Sometimes it’s better to have the completed puzzle ready — right out of the box.

In today’s business environment, information is power.  Companies rely on access to fast, actionable intelligence to make decisions and gain competitive advantage.  Most cannot afford to waste countless hours searching every databases and system for necessary content – as delays greatly impact customer service and the bottom line.  When you think about it, Content management is all about a clear picture – much like a finished puzzle. Continue reading

It’s About Who You Know

partnershipWhen I first started my career, the best piece of advice I received was this:  “To be successful, it’s all about who you know.”  Connections and referrals accelerate goals and drive accomplishments.  And now that I’m further along in my career, I still believe in the power of connections, but with a caveat.  It’s not just who you know – but what you learn.

I believe we can learn something from everyone.  This is how we’ve built our Enterprise Content Management and Automated Workflow business at etfile.  We listen to customers, understand what drives their successes, and incorporate this knowledge into our ECM solutions.  So when my thoughts turned to the reseller community, it only made sense to take the same approach. Continue reading