Monday, January 30, 2012

IOS partners with AllShred Services for Document Destruction

Columbia City, IN – Jan, 25, 2012 – Imaging Office Systems, Inc. (IOS), a leading provider of content management systems, scanning and data capture, systems integration, custom software development, and records management services,  announced today that it has partnered with Allshred Services of Maumee OH, to expand its Records Management Services division and begin offering secure document and data destruction services.

Allshred will manage and provide fulfillment services for both bulk and scheduled shredding services across IOS’s entire customer network.  IOS customers will receive full NAID (National Association of Information Destruction) certified services regardless of their location and each customer will receive a certified document destruction notice after each shredding event.
Monday, January 23, 2012

IOS hires Records Management Specialist

Columbia City, IN – Jan, 20, 2011 – Imaging Office Systems, Inc. (IOS), a leading provider of content management systems, scanning and data capture, systems integration, and custom software development, announced today that it has created a specialist program to promote Box Storage, Document Destruction, Scan on Demand, and Records Management Consulting Services.

Andrew Myers is IOS's new Records Management Specialist.  Andy will based in Indianapolis out of the Emco office and will support all central Indiana businesses.

Imaging Office Systems, Inc. 
Deriving 100% of its revenue from content management, IOS has installed over 600 imaging systems in the Midwest.  In addition to its records storage and destruction services, it provides document management solutions from its partners Hyland, PSIGen, Canon, FileBound, and Fujitsu, plus IOS has an in-house Professional Services Group that performs system integrations and conversion, workflow and custom programming. With its multiple facilities IOS is also one of the largest document conversion service bureaus in the United States converting more than 5 million pages a month.

Click here to learn more about IOS's Records Management services.
Wednesday, January 18, 2012

Using Tablets for Employee Onboarding

By Angela Childs

I love a good process improvement story and we recently had a customer approach us with a great idea for just that for their employee onboarding process.   This customer has stores across the US and their existing process was paper intensive, labor intensive, and error prone.  With all the technology options we have today they were sure they could do better and came up with a great concept.

For their onboarding process, when they hire a new employee for a store, they have the employee go to that store to fill out all their paperwork.  That paper is then sent to corporate where someone keys all the information into their HR system, follows up on anything that’s missing, and files the documents.  Their new idea – how about instead of filling out a bunch of paper forms, they’re handed a tablet PC.  The tablet then walks them through the process of reading and completing all their paperwork.   As long as it was developed with a super simple interface that guided the employee through each step, they could add technology without piling tech support and software trainer to their store managers work load. 

With this idea, in one step, your new employee is giving you all their data, electronically, ready for import into your HR and content management systems.   
  • You eliminate multiple people touching the same documents.
  • You eliminate paper shuffling and lost documents.
  • You eliminate the delay between when the employee gives you information and when it’s ready to use.
  • You add error proofing to your process. 
  • You eliminate keying and filing tasks freeing your staff to focus on what’s really important.
This type of project is one of the main reasons Imaging Office Systems created their Professional Services Group, to take a customer’s idea and turn it into something real.  

In this case, we got to design a solution that could be molded to match different needs with automation like on the fly conversion of handwriting to text, pushing common data elements to all forms, and output to multiple systems. 

Have your own ideas?  Let us help you develop a solution.

Friday, January 6, 2012

Four IT Security Lessons to Learn from Anonymous' Stratfor Hack

By Kaitlin McCready, Hyland Software

On Christmas Eve, while most of us were immersed in the holiday spirit, others were immersed in the sensitive information of Stratfor Global Intelligence Service’s client list.

A group of hackers, associated with the collective known as Anonymous, breached Stratfor’s systems, obtaining the credit card numbers, passwords and home addresses of the company’s customers. The group has already used this stolen information to make donations to charities, such as the American Red Cross.

Breaches like this are happening so frequently (just follow the medical community for the evidence) that they’re becoming ho-hum. But that’s even more reason to question how they can happen in the first place. This is 2011, after all, and technology in organizations should, in almost every case, protect against something like this.

To help you ensure you don’t become the next Stratfor, here are four lessons in IT security that you can take to your organization.

1. To protect against data breaches, it’s not just the database that needs to be protected – it’s the documents.

The full picture of exactly what content was compromised from Stratfor is still unclear. But we do know that it went beyond the database to things like emails.

The reality is that sometimes, documents like PDFs and Word files have sensitive information like credit card numbers on them. To make sure they’re securely managed, an enterprise content management system should be able to provide granular levels of security down to the single document level, and can store them in an encrypted format.

2. An email might be a communication tool first. But when it contains sensitive information, it needs to be treated as a record.
We’re in a world where the amount of information is exploding, making it more complicated to determine which needs to be deemed necessary to manage within an organization’s content management system.

Hopefully, the Stratfor situation will put the focus back on the need to better manage sensitive emails and the way they’re archived, a piece of the IT security puzzle that’s often overlooked. Typically emails kept in Exchange or an email archive solution aren’t archived in an encrypted format. To create a complete solution, you should be able to configure an enterprise content management system to delete emails in the respective mail client once the email is archived in that system.

3. Encryption should be built into your software.

Storage and data archiving vendors, like EMC or IBM, provide a lot of security and data integrity controls in their systems. But you shouldn’t rely solely on your hardware to administer security on where your documents are residing.

ECM software should be able to encrypt documents and images at the physical storage level, protecting the data from unauthorized access to the physical drives. Documents that are archived in this way then can only be opened and viewed with ECM software interface, ensuring that the security controls imposed by the software are respected at all times, regardless of what happens to the hardware.

4. You can’t fully control your employees’ actions. But you can protect against it.

Every company has disgruntled employees, even a few willing to give up their login information to your enterprise systems - or more commonly, employees who mean well, but are fooled by hackers from time to time. Here’s how you can combat these situations (to a degree).

When it comes to documents, most ECM systems offer the capabilities to either automatically or on an ad-hoc basis do redactions on sensitive information that the majority of users in the organization don’t need to do their jobs. So, authorized users can still get access to the physical documents, but only certain people can see the actual information on the document, like a credit card number. This level of security is becoming more talked about with PCI compliance regulations.

The IT tools are out there to protect organizations. Hopefully this incident (and these tips) lights a fire under the IT departments who aren’t yet taking advantage.