Monday, July 3, 2017

I Am Paying This to Store That?

by John Trimble

You know those movies where the lovable but shambolic hero of the movie throws a messy stack of receipts on his nerdy accountant’s desk assuming a favorable income tax filing will magically emerge?

Oh, Hollywood…

Life ain’t like that. But what if it was?

Close your eyes and imagine all the boxes your company is storing at Iron Mountain, anywhere actually, even your own filing rooms and consider; of all those boxes, how many do you really need to have in storage?

Take away boxes that are past their retention level, take away boxes that should never have been there in the first place, even take away boxes with permanent retention. Now imagine how that slashes your monthly storage bill. How it frees up space.

Now imagine that you are the lovable but shambolic hero of this Corporate Movie and IOS is the Magical Accountant. IOS will go thru your boxes and create enough information for you to have us put the boxes in one of three categories: shred, store or scan.

Shred – paying to keep information longer than legally required is both a waste of money and an unnecessary legal exposure. Once identified they gotta go.

Store – a lot will still make sense to continue storing as long as you know when you can destroy. While you are at it also store them someplace with a less expensive approach.

Scan – if it is permanent or extremely long term retention just have IOS scan it. Why pay to store them forever?

I get it. You’re thinking that you would have done this years ago, if you just had the bodies to go thru all your boxes and create a report showing what you actually had so you could make the informed decision to shred, store or scan. But now you do.

IOS calls it Data Acquisition. But it's pronounced Hallelujah.
Monday, June 5, 2017

IOS’ Scan to Zero

by John Trimble

ZeroHistorically, nothing is apparently harder to imagine that you might think.

Despite being a Math Whiz culture, the Sumerians had no symbol for zero until 300 BC. The Mayans, another Math show-off civilization – good enough that the Inca’s would try to steal their answers on those Central American math quizzes – came up with it much, much later, around 350 AD. Even that later date put everyone else to shame where the concept of zero did not find its way to Europe until the 1100’s.

So, the concept of Zero, going from something to nothing, an absolute nothing, proved to be hard to describe, hard to notate, even harder to grasp. On some level is it still? Let’s find out…

Take a quick look at your monthly off-site box storage bill. If it is from IOS, you can figure out your costs in a nanosecond, for other box storage companies this will take a while. I will wait…

OK, we are back. Let’s say your bill is $1,000 per month. Let’s also say you want to emulate the Sumerians and want to get that amount to Zero. You like Zero. How do you do that?

If I remembered my algebra I would turn it into an equation but who’s kidding who, so let’s do it this way:
  1. You figure out your monthly spend with your current provider (who is also probably annoying)
  2. You call IOS and say you want “Scan to Zero.”
  3. IOS uses that exact money amount you are spending to set a budget for scanning these records.
  4. During the scanning process, IOS stores your records for free.
  5. IOS will even credit back the dreaded hostage fee you might have to pay over the conversion.
  6. Without your monthly budget going up you are scanning your way to having zero storage fees.
The concept of Zero apparently could not save a civilization, but today it can save you money and having to deal with some companies that never went to charm-school.

Think like a Mayan – Zero can be fun.

Friday, May 19, 2017

Blog Redux

by Brian Kopack
“I never travel without my diary. One should always have something sensational to read....” Oscar Wilde

Idea graphic
That’s a smart sentiment. Our blog is like our diary.

This one, originally posted a couple of years ago is just as appropriate now as it was then.

Great ideas, like great advice, don’t go out of style.

Pomp & Circumstance

‘Tis the season.

Graduation season.

If you’ve been to any, and chances are you have, you know “the speech”

They all pretty much follow the same script.

If ever asked to present, the IOS commencement speech would probably start with a provocative and inspiring quote (after thanking everyone for everything):

“It’s the idea that matters.”

Then continue, “As you move on from here, try and remember three things. First, work to be great at something. The world likes experts, a lot. Next, there will always be a place for people who are curious and inventive. What you think about and how you think about it might change the way someone else thinks or lives or works. Lastly, flexibility of thought will shape the future. Technology converging with opportunity gives energy to ideas. That’s where we get real transformation. Conversely, rigidity begets indifference and stagnation.” (Note: It’s a rule that there must be one of these lines in every speech.)

That would be followed by a couple of humorous stories, more thanking everybody and rousing applause.

You would love it if the next address you hear is that short – admit it.

I think it’s great the IOS message is so versatile. The speech is what we’ve been telling you for a while.

Everything we do is based on the very simple philosophy that it’s the idea that matters. What enables us to do that is the experience and expertise of our people…allowing us to be creative and agile. We specialize in Information Management

Like the speech, the IOS message is equal parts hopeful, enthusiastic and idealistic. It is as applicable to a new graduate as it is to the leader of a business. It’s more about beginnings than endings. It’s focused on what’s next.

That’s IOS.
Friday, March 31, 2017

Say What?

By Brian Kopack

Watercolor Scream
I know – don’t shoot the messenger.

Can’t help it. I don’t know how I stumbled on this article, but I did.

The South Florida Sun Sentinel reported on a story about Florida spending a ton of dollars on private attorney fees. Typical government waste story. No big deal, right?


A spokesman for the Florida Attorney General said this when pressed for a detailed explanation on the State’s legal spending, "We do not have that information and are unaware of a way to capture expenditures for the purchase of outside legal services that would not entail an exhaustive search of documents."

Take out the politics, forget the players involved. Look what he said.

We don’t have the information – We are unaware of way to capture the information – Finding information is exhausting.

Huh? They spend $50 million per year. They have no information? Think that’s a problem?

Here’s the thing – they do have information and there is a way to capture the information accurately and efficiently.

Not understanding that must make them feel so powerless. Think about how would you feel if you couldn’t access and utilize your own information? $50 million worth. Not only that, but stories are being written about how bad your problem is.


What they need is someone to introduce them to content management – someone who can help them get this under control.

Someone like IOS.

At IOS, we empower people through better access to information. That’s what IOS has always done, which is good because it’s becoming more critical every day. We believe our development approach is unique – mainly because it starts with us listening to the real issues and visions of real people. We understand that information is currency. We also understand that the smarter you are about managing it, the more confidently you’ll be able to move your organization into the future. Our expertise, gained over 40+ years, means we’ve probably seen your problem and developed a solution that removes the barriers keeping you from moving forward.

A couple of things I know for sure – if the State of Florida knew IOS, it would understand the value of managing its content effectively and efficiently. And, if it had a content management system, not only could they access the information, they could {gasp} manage it and void any more embarrassing press conferences.

It’s 2017. Call IOS.
Wednesday, March 22, 2017

IOS Receives Silver Honors from Hyland

Hyland recognizes IOS for helping organizations operate more efficiently using the OnBase by Hyland enterprise content management solution

IOS was recently honored as a Hyland Silver Partner award winner.

“We are pleased to be recognized again by Hyland as a Silver Partner. This award is a result of the cumulative effort of many, many people at IOS since we became a Hyland partner in 2010,” commented Brian Kopack, IOS President.

“Because of Hyland’s commitment to our customers, we only partner with the best solution providers in the industry,” said Eric Miller, director of channel sales at Hyland. “Imaging Office Systems is a shining example of the value our partners bring to market, and their exemplary delivery and support of industry-leading technology solutions is deserving of this recognition.”

About IOS
Imaging Office Systems derives 100% of its revenue from content management. IOS has designed and installed over 500 multi-user systems throughout the United States with clients in Europe and Central America.

An acknowledged differentiator for IOS is its very sophisticated Professional Services Group which excels in difficult legacy system conversions as well as process improvement workflows and system design.

IOS is also recognized as one of the largest document scanning companies with four separate conversion centers operating identically under the same quality system converting over 5,000,000 images per month.

Complementing these three pillars of document management is hard copy box storage. In contrast to many competitors, IOS has developed a business model geared to accomplish far better return on investment for its clients resulting in startling growth for this offering.

IOS recognizes that the real need in the document management marketplace is to furnish expertise to clients, providing direction on process improvement and re-engineering as well as helping the client avoid pitfalls and missteps. Gleaned through more than 40 years of experience, IOS expertise is the driving force of its success.

About Hyland
Hyland is a leader in providing software solutions for managing content, processes and cases for organizations across the globe. For 25 years, Hyland has enabled more than 15,500 organizations to digitalize their workplaces and fundamentally transform their operations. Named one of Fortune’s Best Companies to Work For® since 2014, Hyland is widely known as both a great company to work for and a great company to do business with. For more information, please visit
Thursday, March 2, 2017

True Facts

By Brian Kopack
Alternative facts

Seems redundant, I know. You shouldn’t have to qualify what a fact is, but those seem to be the times we’re living in.

Facts are facts – except when you want to believe something different.

In Mad Men, one of Don Draper’s more memorable lines is “If you don’t like what is being said, change the conversation.” Very convenient.

Hello, alternative facts!

Problem is, alternative facts can only get you so far. True facts win the day eventually.

Embrace alternative facts at your own risk.

At IOS, one of our biggest (and most frequent) frustrations is the reluctance of business to embrace content management as an integral tool for competing in the digital economy. The emerging digitalization of the workplace demands a comprehensive content management strategy. Ignoring that fact is dangerous.

Still, we talk to businesses every day that convince themselves they are immune from the digital push. They don’t believe they have a need to automate core back-end, document-intensive processes. They don’t see the benefits of taking advantage of intelligent information capture technology. They don’t see the value integrating mission critical systems.

The resistance is puzzling.

At IOS, if we hadn’t seen the extensive benefits a comprehensive content management system provides, we could understand operating within the comfort of the status quo.

We have, so we can’t.

The true facts are that business is digital. Automation isn’t a luxury, it’s a necessity. A collaborative workplace is a requirement. Information is currency. Harnessing the power of technology to bring all of that together takes experience, creativity and agility.

IOS is in its fifth decade of leading businesses in their digital transformation. We were doing it before that was even a thing. That’s what being a leader is about. Understanding the environment, seeing opportunity and championing right action - creating an environment that removes barriers to businesses being their its best selves.

That’s IOS.

Friday, January 20, 2017

Warning: Ignore at Your Own Risk

By Brian Kopack

So you are cruising down the highway and the check engine light pops on.


Thoughts run through your head – most of them bad – about what to do next and how much it is going to cost.

More panic. You start preparing for the worst.

You get someone to diagnose the problem. It isn’t catastrophic.


Since it isn’t major, the urgency to act is gone. The problem hasn’t gone away, it just hasn’t risen to the level of a crisis. You decide you can live with “not right” for a while. Maybe, a long while.

We are seeing that same scenario play out in our little piece of the content management universe. When the warning light activates in business – and it is a major problem, companies spring into action and call us for help. In a crisis, access to information is vital and that access has to be instantaneous. Audits, product recalls, lawsuits or broken water pipes that damage files all fit into the catastrophic-fix-right-now-category.

Who better to call? Our experience and agility allow us to hit the scene quickly to start on the corrective action plan.

It’s always good to have someone to call when you need expert help quickly.

What about the other, less urgent problems? Those are a totally different process.

A dependency on paper. Manual processes. People-centric operations. We are seeing more and more businesses dealing with the chronically “not right”. There’s no triggering event to force action so businesses limp along with the status quo knowing they will get around to a fix someday.

The arc of these discussions follows a predictable path: problem identification, a series of discussions, demonstrations and prototyping, a solution proposal, agreement and then….delay. No resolution, just delay. The problem is still out there, and it probably gets worse – just not bad enough to actually do anything. The status quo used to enable business through stability. Today the status quo is an obstacle to progress.

In a world that’s becoming more digital every day, business needs to approach content management as a “need to have” instead of a “nice to have” concept. The evolution of technology in content management has accelerated the pace at which businesses must adapt to change.

Disruption doesn’t always happen gradually. There might not always be a warning sign. Sometimes circumstances force change immediately. The worst time to discover you have an information management deficiency is in a crisis.

From intelligent records storage to expert document conversion to proven content management systems to transformative professional services, our focus is on providing ideas with an inspired user-experience built for tomorrow’s challenges - because that what’s ultimately important. A constant focus on continuous improvement – not just preventative maintenance.

That’s IOS.