Category Archives for "ILINX eForms"

eForms 101

I recently gave a presentation at our Nexus convention about eForms — and how they can produce real business value. Although the presentation was meant for those who have not spent much time analyzing the benefits of e-forms, some real industry heavyweights showed up. Unfortunately this was a lost opportunity because if I had more time I would’ve handed over the microphone for additional eForm paradigms and parables. Alas I had more material than time. Here’s a brief discussion of some of the topics I covered.

An eForm is of course an electronic representation of a paper form. In fact, many eForms look exactly like their paper counterpart. When a paper process goes electric, you’re not just leaving the paper behind. You are opening the door to processing times that are dramatically more expedient, and a host of other advantages.

Because of their inherent characteristics, eForms:

  • save money
    • When it can costs $20 to file a document and up to $314 per filing cabinet for the real state it consumes, you know storing paper isn’t cheap. And it can cost up to $220 to reproduce a lost document.
  • are green
    • Since the United States is the world’s largest producer and consumer paper, and for more than half of all organizations paper use is on the rise – the green choice is to reproduce paper processes electronically
  • are malleable
    • What if you just snail mailed one million requests for information and then discovered a fatal error in the text of your paper document. You can do the math here — it would be expensive to fix this, and slow. Online eForms can be changed in flash with very little effort or cost.

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The ILINX Adventure

The ImageSource support department has been doing some serious testing with ILINX® Content Store.   ILINX Content Store is a content management system that is based on an entirely thin-client framework which makes it instantly and easily deployable over a web interface.

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ILINX Content Store Rocks

ImageSource has created a new distributed Scan, Store, Retrieve imaging system called ILINX® Content Store. Content Store will be demonstrated at the upcoming Nexus® 2010 ECM Conference (Nov 4-5 in Bellevue, Washington http://www.nexusecm.com/index.htm).

ILINX Content Store provides the means to import images and universal documents that have been indexed and released into a folder from multiple scanning solutions. Documents can also be manually indexed into Content Store from its interface. The system is accessed via a web browser and uses Microsoft Windows Presentation Foundation as the user interface. This allows a modern functional interface into the system. Content Store can be accessed from MS Internet Explorer, Mozilla Firefox, and Google Chrome.

ILINX Content Store is perfect for small to large document storage needs. Imported documents are stored within a database making backup, security, and scalability straightforward.

I’ll take you on a quick tour of the product. We’ve wired up ILINX Capture, an advanced distributed capture solution to scan a document into ILINX Content Store. Advanced versions of Content Store will also provide simple direct scanning mechanism.

First I log in to ILINX Capture using Internet Explorer in order to scan a document. ILINX Capture and ILINX Content Store are running off premises on a company web server so I can access them via the internet.

ILINX Capture Login

Next, I select a scan source and application, scan a document, and then Continue reading

ILINX Product Suite

I am not usually out to promote specific products on this blog, but I have been getting really excited about the latest advancements in the ILINX Product Suite.  It is an area that I, among other experienced ECM technologists, have utilized our expertise in creating and refining solutions that can provide real world value for businesses implementing or utilizing ECM solutions.  Take a minute to read this quick post and judge for yourself the value that ILINX Products can provide for your organization.

You may be hearing the word ILINX used in Enterprise Content Management circles more and more these days.  From the humble beginnings of a simple release script connecting a document capture system to an ECM repository the ILINX Product Suite has grown into a set of powerful, easy to use products that provide quick ROI.  There are multiple levels to the ILINX Product Suite ranging from a full blown web client based document capture system (ILINX Capture) or an ECM Repository (ILINX Content Store) to variety of middleware products that can provide time savings and productivity boosting results like ILINX Integrate.

If you are not familiar with all that the Product Suite has to offer, check out the ILINX website for the details and product demos.

-Ryan Keller

The Unkown Security Risk In Your Office

The topic I wanted to touch on this week has to do with the security of documents in your organization.  Specifically, the security risks posed by printers, copiers, and multifunction devices in your office.   I have travelled around the country implementing document capture solutions, like ILINX Capture, that leverage the use of typical office multifunction devices and it amazes me how many companies do not know of this security risk.

How it started…

As technology advanced and data storage became more cost effective the internal workings of printers and multifunction devices changed.  The processing of documents for printing, scanning, and copying was offloaded from the computer or print server to the actual printer/copier device.  To handle the onboard processing for these devices, manufacturers began adding hard drives to printers, copiers, and multifunction devices.

What’s the risk…

In most cases, the hard drives in the printer, copier, and multifunction devices store a copy of every document that is printed, scanned, or copied.  This can be no big deal as long as the device is located in your office, but when the device is retired the documents on the hard drives are usually not wiped off and they go with the device.  Now you have a hard drive floating around with any number of confidential documents creating a huge security risk and possibly compliance violations.  The devices usually are packaged up and shipped overseas for a fraction of the original purchase price.  This is a scary thought because anyone could have access to your documents now.

The following is a recent news report that CBS News did on this very subject:     http://www.cbsnews.com/video/watch/?id=6412572n

What can you do…

  • If you are leasing these devices, understand the contract between your company and the vendor/manufacturer.  Many times it is detailed in the agreement that the customer is responsible for the documents on the hard drive.  If it is up to your company to dispose of the records, take responsibility and ensure that this is done prior disposing of the device.
  • Many manufacturers offer disk security and cleanup features for these devices.  It will most likely cost extra money, but the few dollars may be nothing compared to outfall of losing sensitive and confidential information.  One thing to keep in mind is that not all manufacturers will bring this topic up at purchase time.  Their number one objective may be to keep the price down and close the sale.
  • Help spread the word of this risk.  Again, it amazes me how many organizations have no clue about this risk and with the publicity it will be getting in the near future we should see some progress in this area.

Please feel free to leave comments and let us know about your experiences and knowledge related to these devices and the risk they pose.  Thank you.

Ryan S. Keller

ImageSource, Inc.