4G and Content Management

With the advent of LTE, HSPA+, and Wi-MAX (collectively referred to as 4G) information can be transferred at speeds never before thought possible. 4G for most of us is old news. However, it occurred to me that organizations rarely consider how this efficiency can actually be utilized. Most of my peers/colleagues utilize one form of a cloud drop box or another.  These tools are great for one or two Power Point presentations and maybe a couple case studies. I remember the first time I turned on my iPad/Mobile HotSpot and opened cloud app. ABC, it was information at my fingertips when and where ever I wanted it—I felt a sense of freedom. As time passed I added more and more “IMPORTANT” content to my personal cloud. Certainly you can all guess what happened next. The pile of paper in my cloud was 10x the size of the stack of paper on my desk at work. 4G connectivity, the cloud and “IMPORTANT” information is a great tool. If you add one more piece to the puzzle (enterprise content management) it can be invaluable to your organization.

For a moment try to imagine where organized, “MOBILE” and secure content could add value to your organization. Content that is safely tucked away behind your firewall yet still available to the appropriate men and women in the trenches. The applications begin to seem endless. As you know almost any type of files can be managed inside an ECM solution.

In one scenario a construction manager is remodeling the third floor in a local university building. It becomes immediately apparent that the plumbing was modified at some point to accommodate for an additional bathroom. The CM only has the original blue prints in his/her possession. What he/she needs are the updated “As-Is” drawings. These documents have of course been printed, folded and filed away back at HQ. It is obvious now that dollars are about to be spent on the recovery of these drawings. The only question that remains now is; how many dollars could be saved?

Decision makers and labor workers alike can all benefit from the innovation of fast mobile internet. However, the content being sought after or delivered must be organized and secure. I challenge anyone who reads this post to add a comment below: How can high speed mobile internet and content management be effectively combined to reduce cost or increase an organization’s bottom line?

Joshua D. Gilmore
Account Executive
ImageSource Inc.

 

Don’t just archive your content, use it when you need it

Whether you are dealing with student records, registration forms, accounting files, financial aid or any other departmental processes, the most efficient way to use the information and get it to your main system is to scan the documents at the time they are created or received.

If you wait until the end of the process, many people across your organization will have photocopied, faxed, emailed, sorted, filed and re-filed, creating massive amounts of unnecessary work, expense and wasted resources.

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Why Imprint Documents?

This is a question we ask our customers when choosing scanning hardware for their Enterprise Content Management solutions.  It is easily overlooked when reviewing the specifications of a scanner, as it is a separate hardware purchase and generally is a business process requirement not a scanner specification requirement.

When there is a need to “imprint” or “stamp” a scanned document, it is required to have the date of the scan on each and every page that is processed. This requirement usually is used for tracking purposes or compliance to show that the document was scanned.

Do you Pre or Post-Scan Imprint?
Pre-Scan imprinting is the most common option that allows the organization to have the stamp on both the physical paper copy and the scan. The pre-scan imprint will print on the document PRIOR to the image reaching the scanners imaging lamps.  So the imprint stamp will also be a part of the scan image.

Post-Scan imprinting is generally utilized when an organization needs the data or tracking mechanism on the physical paper after the scan. This is mostly used to indicate if a page of paper has been processed or not.  The stamp is NOT on the scanned image.

Can I automatically imprint on a flatbed scanned documents?
Keep in mind when purchasing a scanner with a flatbed – either integrated with the scanner or as a detachable USB connected flatbed – there is no automatic imprinting option for the documents scanned using a flatbed.  Flatbed scanned documents will need to be manually stamped to meet requirements – either pre-scan or post-scan.

Another option for imprinting is “Software Annotation”…
If only a data or tracking on the scanned image is needed, software annotation could be considered.  With software annotation you have greater flexibility on where the imprint data can be placed on the image. Keep in mind software annotation needs to be part of your batch scanning process and is a separate software purchase to your hardware scanner.

So keep this information in mind when considering what is the “best fit” for imprinting based on your business process AND scanner requirements.
Megan Lane
Inside Sales
ImageSource,Inc.  

Effortlessly Configure SSL Offload in ILINX for Processing & Security Gains

Recently, I had the opportunity to configure a system in network load balanced configuration for ILINX Content Store and ILINX Capture systems. There was a separate virtual IP address (VIP) for each service (ILINX Content Store and ILINX Capture) and two servers assigned to each VIP. Additional modules, ILINX Capture Format Converter and ILINX Release, resided on the capture servers.

The exact nature of the configuration is not critical for this discussion. What we want to focus on is how easy it is to configure SSL offload in this sort of scenario. SSL offload is a configuration—typically involving a load balancer—where HTTPS (SSL/TLS) communication is terminated at the network device and the network device forwards the communication as HTTP. There are both performance and security benefits for this configuration.

So how do ILINX Content Store, ILINX Capture and associated modules handle this? We will focus on ILINX Content Store first, where there are two main components to the application: the server-side component in the WCF folder and the client-side component in the WebClient folder. The configuration is easy; leave the server-side components in regular HTTP mode and configure the client-side as HTTPS—that’s it. For normal HTTPS (SSL/TLS) configuration, you would follow the instructions for both server and client to communicate in HTTPS. For SSL offload, configure just the client for HTTPS.

ILINX Capture is configured exactly the same as its counterpart. There is one caveat though: there are client bindings in the server-side WCF/web.config for additional modules (ConvertBatchBinding, ReleaseBatchBinding and RecognitionBinding). Those need to have the <security mode=”Transport” /> tag added so that the workflow engine knows to communicate in HTTPS from the IXM’s that utilize those services if those IXM modules are used.

The additional modules—ILINX Format Converter and ILINX Release—do not need to be modified in any way. They do not include client components and remain in OOB HTTP configuration.

As always, if you have questions, get a hold of our support team and they can point you in the right direction.

Mike Peterson
Systems Engineer

5 mistaken beliefs about information management in Higher Ed

Your university may or may not have a strategy for managing content, the unstructured information streaming in and out of all areas of your campus on a daily basis. It’s likely you at least have a partial strategy where one or more of your departments is capturing and storing some type of unstructured information for later retrieval.

In a world where the use of digital channels is enabling organizations to synthesize large amounts of information in seconds, universities are making it a top priority to gain control of that rogue 80%, which is the approximate amount of unstructured information slipping through the cracks. This information is not easily accessible because it is scattered and isolated in departmental or personal file systems. This is the information employees need to do their jobs.

Information management 20% structured 80% unstructured information

University structured v. unstructured content

Content management services and software technologies have adapted to changing business environments so quickly over the past ten years, it is difficult to keep up with where the capabilities lie today. The following are five mistaken beliefs about content management and the facts that dispel those beliefs.

5. Content management is mostly beneficial for scanning and archiving documents.

Content management covers the lifecycle of information from creation and publication to archival and eventual disposal. One of the largest benefits of content management is enabling workflow automation. A perfect example is when someone in your organization wants to buy something. The individual begins to create documentation such as pricing research, correspondence, a requisition, purchase order, invoice and a contract to name a few. With workflow automation, these supporting documents are captured, routed and accessed interdepartmentally for approval, payment and auditing. Transactions are processed in hours or days instead of weeks.

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