However, managing policies and procedures have long been considered complex and burdensome. Oversight, change management, communication, and the many other tasks involved with policy and procedure management are made even more complicated when this process is performed manually using paper files, shared folders, and email. The chaos can quickly swamp all efforts of maintaining control.

A new ePaper reveals secrets for improving policy and procedure management using document control software. The paper can be requested here: http://www.documentlocator.com/resources/document-management-ePapers.htm

Inside, seven ways to improve control and management over polices and procedures are outlined. Including: centralization, objectives alignment, communications, exceptions, and more.

Now, administrators behind the inner-workings of schools where back office student files abound are going paperless too. The convergence with digital is gathering steam with education document management. Perhaps no place does this make greater business sense to any university or school than in the Admissions office. After all, decisions in the admissions office drive the success of any school in attracting the most talented students. And schools and universities are in a race for the best.

Check out a short video the covers admissions document management for schools: http://www.documentlocator.com/resources/videos/admissions.htm

In a joint news statement, the two companies noted how compliance programs require tools to manage and automate document-centric procedures. ColumbiaSoft’s Document Locator document control platform helps with workflow, approvals, audit logging and more. Prism Plus Consulting is skilled in helping firms regulated by the Food and Drug Administration improve efficiencies and meet stringent regulatory requirements.

Together, “there’s a natural synergy with the practical application of our document control platform and the acumen Prism Plus Consulting possesses in quality management,” commented ColumbiaSoft Executive Vice President, David Pogue.

Check out the entire news announcement.

Among some of the new things expected with the latest SQL database technology are an integrated high availability and disaster recovery solution called SQL Server AlwaysOn. This is designed to reduce planned and unplanned downtime, enhance database mirroring, and improve SQL Server failover clustering, among other things. Performance improvements are also a plus, benefiting from a new column store technology and an overhaul of full-text search.

Several core file actions such as check-in/check-out, copy-and-paste, update profile, get latest version, are optimized for faster performance in virtual private networks (VPN), wide area networks (WAN), and over the Web. Our own benchmark testing indicates a 37% average improvement in speed across certain operations.

Also new in this latest release is new PDF technology that allows users to create PDF/A format files. This is the ISO-standard version of the Portable Document Format (PDF) used for digital preservation and document archiving. One more aspect of this new PDF technology is that it is more easily deployed in virtual server environments like Citrix or Windows Terminal Services.

This latest release builds on what has become our most successful series of releases yet for Document Locator – the version 6 series. And more is yet to come. Windows 8 is coming soon, and we always maintain compatibilities with the latest Microsoft technologies. And, with mobile computing exploding in growth, look for some exciting news there too!

More info on all the features of the Version 6 series can be found here: http://www.documentlocator.com/latest-version.htm

One such connection is with an IT service provider that happens to be here in our local town, Portland, Oregon. We know them well because of their proximity, and of course they know us well because they are a reseller of our Document Locator software.

To get to know them, and their expertise, everyone is invited to an informative webinar Resource One is presenting this week on their IT Platform (powered by Kaseya). It’s a complete, secure, reliable and full service IT Systems Management Solution.

Registrations are open: https://www3.gotomeeting.com/register/594487326

2011 was the year that Document Locator version 6 came into its own. Originally released late in the prior year, it wasn’t until 2011 that deployments gathered full steam and many of the new system’s capabilities were realized among customers. Workflow had become part of the core product, as did Outlook email integration. And reports were a newly added bonus.

Most people are now using one version or another of Document Locator 6. We know the inherent compatibility of version 6 with Windows 7 will ultimately entice any remaining holdouts, even though there is no need to wait. Any customer who is on annual maintenance and support can take advantage of the upgrade for free.

From those who have already made the upgrade, words of accomplishments are streaming in. Everything from a major property management firm overcoming international regulatory compliance hurdles to one of the nation’s largest transportation companies automating and improving their customer service. Manufacturing customers too especially love the workflow and reporting that automates projects and improves visibility over procedures.

But the past is just too good to remain still, and news of a new release is lurking around the corner. For customers on maintenance and support, look for your Version 6.1 announcements soon!

Version 6.1 will claim to be more of a system enhancement than a boost in features. We consider it a minor update in the grand scheme of the version 6 family. However, it does carry our tradition of innovation that we have maintained throughout the entire release cycle for the version 6 series.

As for the future, releases in the version 6 family will continue well into 2012. With so much happening on the technology front globally, the roadmap can sometimes seem as handy as GPS unit in a Manhattan traffic jam. But, one thing is for certain: our innovation will take advantage of the latest technologies (mobile and Windows 8 come to mind).

Looking forward, we can also seize our optimism for improved economic conditions globally. We have been fortunate to see our own new customer adoption continue to climb. Not just here in the U.S., but also internationally. In fact, we even welcomed our very first customer in Liechtenstein!  (If you are reading this… know that a quarrel has erupted here among those who would be first to visit.)

Many believe that rough economic conditions drive people to reevaluate and improve. Overall, productivity in North America as measured by the volume of output per hour of labor remains healthy. In fact, the amount of time needed to produce an equivalent of 40-hours of output from the 1990’s is said to be down to just 29 hours. Go back to 1950, it now only takes about 10 hours to produce an equivalent 40 hours worth of work.

We like to think that electronic document management has played a part in the productivity equation – an equation where every minute counts. And, with inspiration of our customers, and innovations such as those in the version 6 family of releases, we’ll continue striving to add even greater value to everyone’s productivity quotient now and into the future.

Bruce Hays, Vice President of Operations at Anspach said, “I’ve been very pleased with our implementation and the support we’ve received from the team at ColumbiaSoft.  The ROI to date has far exceeded our expectations.”

A new case study highlighting the details the Anspach story can be found online at: http://www.documentlocator.com/resources/casestudies/anspach.htm

Although he’s more a concept than a real caped comic-book character, Quality Superhero does illustrate ways firms in the highly-regulated biotech and pharmaceutical industries can improve quality management with effective document control. ColumbiaSoft will present its expertise in booth 2259. If you are heading to the event, please stop by.

With this rather powerful statement the Pentagon commented on their first formal cyber strategy, which concluded that computer sabotage coming from another country can constitute an act of war. This is the first time the US has considered answering with traditional military force when a cyber attack causes ‘death, damage, destruction or high-level disruption that a traditional military attack would cause’. This stems from the notion of ‘equivalence’, one idea getting more popular at the Pentagon. While certainly worrisome for most people with any imagination (who likes to think that hackers can gain access to sensitive military information, or start playing with the controls of your nuclear reactors?), a lot of us still look at cyber security as other people’s problems. Yet, this is a growing issue that we all need to address. And that means all of us. Most companies do not pay enough attention to this issue and find themselves under attack on a more and more frequent basis. Lockheed Martin Corp and broadcaster PBS are just some of the prominent recent victims. Banks are regular targets and almost no one gets upset anymore when another notice of ‘compromised personal information’ from several million users is lamented. On top of people trying to steal valuable data, so-called hactivists will surely become a force to reckon with as companies wrestle with their public images. In a recent WSJ article, Ted Chung, chief executive of Hyundai Card/Hyundai Capital Co., an auto finance provider in South Korea, was quoted saying: “When it comes to big companies or big banks, no CEO is that stupid not to pay attention. But maybe they pay the same attention I did, which is giving encouragement and budget to IT but then saying ‘What do I know about programming?’ he said in an interview Monday. “That is the wrong support.” Corporate executives have to take a more active approach to cyber security.

While you might feel like ‘putting a missile down your hacker’s smokestack’ after an attack, prevention is the better strategy and will keep your blood pressure lower.

On a personal level, it’s a wise decision to have different passwords for different things (yes, really)… and while you probably have decent security software on your laptop, you may not be as diligent with your smart phone. Hackers like to use those to get to your other accounts (like mobile banking, email, etc).

“Miscreants are continuing to find new and creative ways to exploit network, system and even human vulnerabilities to steal information or do damage. The challenge is that we need to block their exploits 100 percent of the time if we are to protect our networks and information. They can be right once; we have to be right all the time. We need to be ever-vigilant in our efforts to protect our assets, information and ourselves online.” says John N. Stewart, vice president and chief security officer, Cisco.

I could list recommendations of how to prevent these things but they would probably be outdated by the time you read this. What is important is to take an active role and be diligent with the information you use and transfer – your own or your employers. And if you are one of the lucky ones that have IT report into you – take an active role. Consider using VPN’s with business partners you trust and digital signatures to ensure your documents arrive un-tampered. Create an incident response team and consider hiring experts that can diagnose your network vulnerabilities. It may not eliminate all risks, but it will reduce your exposure greatly.

Sources:

http://online.wsj.com/article/SB10001424052702304563104576355623135782718.html#ixzz1Ny4KTCJ4

www.cisco.com/go/securityreport