Our engineering team here at ColumbiaSoft met one-on-one with Microsoft’s top software, database, and network engineers at the Mountain View Technology Center recently in an architecture design summit.  This laid out the groundwork for a co-authored roadmap for the next generation of the Document Locator document management system.

The timing coincided perfectly with our efforts underway here at ColumbiaSoft to evaluate the technological underpinnings of Document Locator. New technology advancements in software development are making entirely new product solutions possible. To take advantage of these technologies, portions of Document Locator’s underlying architecture must be re-invented to support future application requirements.

As we build for the future, being able to work closely with Microsoft is invaluable because it provides an opportunity for the developers to share design ideas.  It’s this kind of engineer-to-engineer brainstorming that exposes details about existing development methodologies and techniques, while providing insight into future technologies that Microsoft is working on. 

Our next generation architecture will incorporate Microsoft’s technology supremacy, along with ColumbiaSoft’s document management expertise, to create a win-win for customers. The new architectural design takes into consideration handheld computing, distributed workforces, multilingual organizations, ever increasing security threats, scalability, cloud computing, and more.

Written by: Scott Zieg

Successfully incorporating a document management system into your organization requires finding the right software, backed by the right people, to ensure the implementation is a success.  When searching for the right partner, expand your requirements beyond the immediate business objectives and ask the prospective vendor how they plan on serving your needs tomorrow as technology and business process change.

Solving tomorrow’s needs requires solution providers to work closely with customers and prospects alike in order to learn what’s working well for organizations and what potential solutions lay undiscovered in the document management sphere.  Equally as important, solution providers must have partnerships with mass-market software and hardware vendors such as Microsoft, Adobe, Autodesk, and Kodak in order to gain insight into future product directions.

As an established document management provider, ColumbiaSoft is uniquely positioned to work with its extensive customer base and software partnerships in formulating innovative product solutions.  The experiences of working closely with clients and partners are readily apparent in the latest generation of Document Locator.  The next release of Document Locator has been enhanced for increased performance, deeper integration in mainstream applications, and includes expanded features designed to help customers work more efficiently.

Enhancements to Document Locator v5.3 include:

1. Integration into Microsoft Windows 64-bit operating systems
2. Embedded Autodesk’s RealDWG technology for managing CAD files
3. Drag and drop support into Document Locator’s web client (WebTools)
4. Advanced .NET / JavaScript user interface updates for the web client (WebTools)
5. Improved Windows Installer installation packages6. Productivity improvements in the area of scanning, document approvals, records management, disaster recovery, document search, email archive, and more… 

Document Locator v5.3 beta is currently being trialed among existing customers to ensure success across varying deployments and industries, including AEC (architecture, engineering, and construction), government, insurance, consulting, and property management.  ColumbiaSoft is working closely with these beta customers to ensure the application is stable, user friendly, and most importantly is solving real business problems to benefit their organization.

Written by: Scott Zieg

In 1981, New Jersey CPA David Casey founded the Construction Financial Management Association (CFMA) to provide a forum for gathering and exchanging ideas as well to provide educational programs for construction finance professionals.  CFMA has since transformed from a small regional association into a national organization with over 7,000 members including general contractors, subcontractors, developers, construction managers, architects, engineers, and suppliers.

Each year CFMA hosts a conference and exhibition bringing together thousands of like-minded construction finance professionals for several days of education, sharing, and camaraderie.  The conference features educational classes through CFMA’s Schools of Learning in addition to showcased speakers and exhibit booths displaying the hottest products and technologies driving the industry forward.  This year’s CFMA 2009 Conference is being held May 16th through May 20th  at Caesars Palace in Las Vegas – the site of the original CFMA national conference in 1982.

A prevailing theme to this years’ CFMA conference is the need for builders to address the exponential growth in electronic and paper file management involved with construction.  Files include emails, invoices, drawings, insurance records, certification of completions, permits, and more.  The mountain of paperwork required for an average construction project can fill up an entire trailer.   Unfortunately this paperwork robs profits by consuming resources for filing documents, retrieving them, and storage costs.  It also exposes companies to the risk of eDiscovery litigation.

ColumbiaSoft is attending this year’s CFMA conference as an exhibitor demonstrating Document Locator, a paperless office solution for construction companies.  Paperless office solutions, also known as document management solutions, offer construction companies many capabilities.   Document Locator digitally archives paper documents, electronically stores them, and indexes them based on client-specified criteria, and has workflow automation.  In addition, paperless office solutions help facilitate disaster recovery planning and reduce the exposure associated with eDiscovery requests.

Paperless office solutions allow construction companies to amass a central repository containing all of the critical documents typically silo’d by departmental applications.  As an example, users outside of accounting could access all of the invoice documents related to their project without requiring access to the accounting software or directly contacting accounting with their requests.  This type of open collaboration between employees, vendors, and subcontractors provides substantial benefits to project team members allowing them real-time access to the information required to perform their tasks.  If you are interested in learning more about how paperless office solutions could benefit your construction company, please do not hesitate to stop by our booth at CFMA to learn more.

Written by: Scott Zieg

The idea of the paperless office was first theorized in a 1975 Business Week article that discussed how the personal computer revolution would put an end to paper records and book keeping.  Now, some thirty-four years later, while the type of information contained in paper form has changed, more than ever businesses are inundated with paper records.

The Environmental Protection Agency (EPA) and others report:

• The average office worker goes through 10,000 sheets of copy paper a year.
• A reduction in a ton of paper production saves the equivalent of 4,100 kWh of energy and 7,000 gallons of water.
• Each employee in a typical business office generates 1.5 lbs of waste paper per day.

Each year, businesses spend significant resources printing, filing, storing, and retrieving paper documents.  Every aspect of the paper storage process adversely impacts a business’ budget and the environment as a whole.  Some of the more obvious financial drawbacks of paper storage include purchasing paper, spending personnel resources filing and finding documents, increasing square footage for physical file storage, and recovering from disastrous flood or fire damage.

In addition to financial costs, the environmental impacts cannot be ignored.  The production process to produce paper stock requires harvesting trees, consumes significant energy leading to increased greenhouse gases, and involves chemicals that we weren’t allowed to touch in chemistry class.  Storing filing cabinets in your office consumes additional real estate which has associated heating/cooling requirements and more.

Now the good news: there is an alternative to using so much paper that reduces your carbon footprint.  Businesses now have affordable paperless office solutions that not only increase productivity, but also make any environmentalist green with envy.  So what are paperless office solutions you ask?

Paperless office solutions are business software applications designed for digitally storing documents into a repository.  Documents can include anything from invoices, to emails, to contracts, to health records - you name it.  As the documents are stored in the system, they are associated with index information referred to as metadata attributes.  The metadata indexes provide users a means to quickly query documents using a web browser or other client application and retrieve the documents electronically on the computer screen.

For many paperless office solutions, also known as a document management system, storing, indexing, and retrieving documents is one of numerous capabilities they offer an organization.  Additional functionality includes electronic routing of documents for approval, email archive, records retention management, document scanning, optical character recognition (OCR), online collaboration with vendors and suppliers, security, disaster recovery, reporting, and more.

To learn more about how a document management system offers companies a sustainable business alternative to paper-intensive processes, read up on our paperless office solutions. Also, we’ve recently been included in Construction Specification Institute’s new GreenFormat listing - it offers a fast-and-easy approach to evaluating green product information.

Written by: Scott Zieg

Brava! Desktop is an affordable, easy to use application designed for viewing, printing, and marking-up documents and drawings. Brava! Desktop provides support for most major document formats including MS Office Documents, CAD and other engineering formats, as well as PDF format types. By using a powerful markup/viewer application, users have the advantage of being able to open proprietary file formats such as Autodesk CAD, Bentley MicroStation, and Dassault Systèmes SolidWorks 3-D models without owning the original development software or a purpose built viewer for each application.

What truly sets Brava! Desktop apart though, is the ability to markup and annotate files for collaboration. For example, an engineering firm can distribute floor plan drawings for review to the contracted architect and construction company, allowing them to digitally markup each drawing where they have questions. Brava! Desktop is purpose built for this form of paperless collaboration and includes powerful AEC industry features including measurements, drawing magnification, stamping, markup burn-in, save as PDF, and more.

When viewing and digital markup technology are incorporated into an existing document management system that supports metadata searching, workflow routing, notifications, security, records management, remote web access, and email archive - you have a full featured project file management system that will allow collaboration within the organization and to outside vendors, suppliers, sub-contractors, and more. Imagine a system were design drawings (submittals/transmittals) were automatically routed to the necessary reviewers for the project and their responses were electronically captured and returned.

Included in the next release of Document Locator v5.3 will be integration into Informative Graphics Brava! Desktop 2.2 – previous integration support included up version 1.3 of Brava! Desktop. In addition to supporting the latest release, functionality is expanded, allowing users to create and apply dynamic stamps using Brava! Desktop that automatically extract profile property information from Document Locator as the stamp is applied. This means that generic stamps can be employed that will dynamically embed project related information onto drawings including project number, project engineer, or dates by reading the values from the metadata associated with the drawing that is open.

Written by: Scott Zieg

The last two decades of mainstream personal computers have been based on a 32-bit architecture.  That design allowed the computer to access 2 to the 32nd power of memory addresses (4 GB of RAM).  When the design was incorporated in the first x86 processors in the 1980s, the average PC ran on only 4 megabytes of RAM (4 MB) meaning the theoretical limit of the 32-bit architecture represented a 1000x multiple of the PC’s RAM.  Since then, Moore’s law of computer capacity doubling every 2 years has pushed memory limits against the 32-bit buffer.

Crushing the 4 gigabyte memory barrier are systems leveraging a 64-bit architecture (2 to the 64th power of memory addresses).  Microsoft and Intel have been selling 64-bit software and hardware for several years already.  While the number of users with 64-bit Windows operating systems is still low, the number of computers on the market with 64-bit processors capable of making the leap is huge.

Why the slow adoption?  The answer is compatibility – compatibility with software applications and hardware components.  Most enterprise scale applications on the market today are not available in a 64-bit format.  From a user perspective, upgrading to the 64-bit operating system and losing existing application functionality is not an option.  Luckily, Microsoft anticipated this and created their operating systems with support to allow most applications to run in 32-bit mode on the Windows 64-bit operating system.

Developing a 64-bit release of software is not always simple.  Many of the development tools used by programmers over the years are not capable of building software with a 64-bit architecture.  In addition, applications must be completely upgraded - any sub-components called inside the application must be fully 64-bit compliant.  Despite 64-bit operating systems and hardware being available for several years,  many common applications such as Microsoft Office have yet to make the leap.ColumbiaSoft invested in developing a 64-bit version of Document Locator for a number of reasons:

1. Microsoft Windows 7 is beginning Beta this month.  As a Microsoft partner with a deep integration into Microsoft Windows, ColumbiaSoft is committed to leading the document management industry by staying current with Microsoft.  This includes working with the latest releases of Microsoft’s Windows 7 operating system in both 32-bit and 64-bit mode.
2. Document Locator has significant clients in the AEC (Architecture, Engineering, and Construction) industry.  Applications used in the AEC industry like Autodesk Revit are leading the transition to 64-bit processing because of the significant computing required for rendering 3-dimensional models.
3. The ColumbiaSoft Engineering department prides itself on continuously pushing the envelope of Document Locator.  This includes refactoring processes to ensure optimal performance, leveraging the latest database technologies, and reviewing the overall system architecture as new development languages and methodologies become available.

In the coming months ColumbiaSoft will announce the release of Document Locator 5.3.  In addition to handful of other enhancements, version 5.3 will ship with a thick client installation package intended for 64-bit operating systems.  Users on the 64-bit platform will notice a performance increase due to the efficiencies of integration with Windows Explorer 64-bit.  Additional performance gains are derived from Document Locator’s revamped architecture of the Windows shell integration.  Stay tuned for more updates on a release date and the additional features included with Document Locator v5.3.

Written by: Scott Zieg

I hope everyone had a fabulous holiday break!  Here in Portland we were blessed (some might choose other adjectives) with a white Christmas.  Portland typically has a very temperate climate thanks to its proximity to the ocean, however this December we were inundated with snow.  The winter blast provided the local kids with some reprieve from school and wreaked havoc on those last minute holiday shoppers who were trapped by the impassible roads.

For those of us lucky enough to return to work after new years, the calm and relaxation of vacation came to a grinding halt on Monday morning.  What is different returning to work in 2009, as compared with last year, is the slowing economy.  Many employees find themselves conflicted about their jobs.  On the one hand they are grateful for gainful employment while on the other hand they are being stretched by increased workloads caused by companies downsizing their workforce or by freezing necessary employee hiring.

When you are being asked to increase your workload beyond what is reasonable to accomplish during the 8 hour work day, lots of things come to mind.  Once the expletives subside, you can hear yourself asking “how do I work smarter, not harder?”  Conceptually we all know what that means, but how would I do that? Sometimes it is truly difficult for a person who is trying to juggle numerous tasks, interruptions, emails, meetings, and more to step back and truly self-examine how to work smarter.

Some of the more popular recommendations for improving your productivity are to:

• Read email at scheduled times only.  Be sure to close Outlook completely to avoid being interrupted each time a new email arrives.
• Keep detailed task lists indicating what needs completed today, this week, etc.
• Block out time on your calendar to work on larger tasks so you have uninterrupted time to make headway.

In addition to streamlining your schedule, there are ways to work smarter around the documents you create and consume on a daily basis.  For example, how many times have you cringed when you realize the document you want to work on fell off Microsoft’s most recent list – What did I call that thing?  Below are productivity benefits companies realize after implementing a quality document management system.

• Version Control – Eliminate needlessly comparing and merging documents with various extension names attempting to create a new master version of the document.
• Index Searches – Quickly retrieve documents by searching against indexed information including document type, due date, client name, and more.
• Approvals and Notifications – Automatically route documents for electronic review, digital approval, and digital signatures using a robust workflow engine.
• Scanning Paper Documents – Eliminate needless walks to and from as well as rifling through filing cabinets by having your paper documents digitally archived and accessible from every computer in the office.

These represent only a handful of the possible benefits derived by implementing an enterprise document management system.  With the ever increasing demands being placed on employees, providing them the necessary tools to handle the workload will goes miles towards improving employee morale and allows resources to focus on your business’ core competency.

Written by: Scott Zieg

For everyone who missed us at the Autodesk University conference last week, I will be hosting a 20-minute demonstration next week online of our latest CAD integration with Document Locator.

You can register for the WebEx here:
https://columbiasoft.webex.com/columbiasoft/onstage/g.php?t=a&d=573524547

I will be covering Document Locator’s unique ability in the area of project file management.  This is the combined management of CAD files along with all the project documents, emails, and virtually any other type of electronic files organized within a single document management system. The benefits include a unified way to approach the organization of related project information that increases re-use, reduces the amount of information lost or duplicated, and improves efficiency.

I hope you can join me next Thursday, December 18 at 10:30 AM PST > REGISTER <

Written by: Scott Zieg

Sustainable engineering and design headlined Autodesk University for 2008.  The theme was featured via a series of classes and exhibits throughout the conference.  And more than just a theme… Autodesk showcased its own renewable design by manufacturing this year’s conference bags using recycled vinyl banners from prior Autodesk University conferences.  In addition, Autodesk’s Director of Sustainability, Lynelle Cameron, led a Sustainable Design Leadership panel in presenting a number of top architects and engineers that regularly employ sustainable design practices.

Autodesk University 2008 also emphasized the importance of “going green” within your own organization.  This includes reducing your reliance upon printed materials, reducing your office space requirements, and lowering your overall carbon footprint.  Implementing a document management system can help your business move to the forefront of the green office movement.  Here are some of the ways a document management system has helped companies work towards a paperless office and go green.

• Electronic Approvals: Document management systems include solutions for electronically routing documents for review and approval, applying digital signatures, and creating electronic markups.  Reviewing documents electronically reduces the demand for paper and ink products within the organization.
• Digital Archiving: Document management scanning technology provides solutions for electronically archiving paper documents in PDF or Tiff formats.  Digitally archiving your documents reduces the need for paper storage facilities, limits exposure to fire/flood damage, and promotes recycling efforts.
• Collaboration: Document management systems allow for sharing documents online with co-workers, vendors, and suppliers.  By providing electronic access to documents, companies reduce delays, cut costs, and lower the environmental impacts of shipping paper documents.

Written by: Scott Zieg

ColumbiaSoft is exhibiting at Autodesk University this week in Las Vegas at The Venetian resort.  Autodesk University is one of my favorite shows to attend each year.  This will be my third consecutive year at the AU conference, and I am continually amazed by the number of attendees from all over the world.  Autodesk University brings together the best and brightest from countless industries and career paths to showcase the latest technology derived from CAD (computer aided design).

In addition to Autodesk showing off their wonderful products, there are countless other vendors displaying their latest inventions.  I remember my first year at Autodesk University I saw a 3 dimensional (3D) printer build physical models of working ball bearings including the outer rings and internal balls that reduce friction.  The 3D printer technology enables CAD designers to create components electronically and then real-time print life sized prototypes for review – dramatically reducing the cost of CAD/CAM (computer aided manufacturing).

Similar to how 3D printing technology changed the paradigm of CAD/CAM, ColumbiaSoft’s Document Locator with unified storage reinvents how organizations store, manage, and collaborate with their documents across the entire organization.  This year at Autodesk University, I look forward to sharing our successes over the last year with customers that ColumbiaSoft has helped improve productivity while reducing costs and risks.

Each year at this conference we have the opportunity to speak with and listen to CAD users from around the world.  Many of their comments and suggestions find their way directly into Document Locator to further enhance the product.  Please stop by our booth (#375) in the AEC section of the main exhibit hall to share with us your stories of document management, and you can even register to win a new iPod Touch.

Written by: Scott Zieg