Tuesday, May 20, 2014

Ephesoft - May 2014 Edition

Ephesoft - May 2014 Edition
May 2014 Newsletter
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Upgrading Legacy Scan Applications
by David Talarico

Numerous customers are using legacy scan applications to scan and index documents into their workflow or image repository. Implemented many years ago, the legacy scan systems are behind today's technology. These systems generally provide little advanced OCR capabilities other than some bar code reading.  Enter Ephesoft. Great opportunities lie ahead for customers who can upgrade their existing scan applications and add value to enterprise software.

These customers they have three choices. Let's review each one in detail:

1.) Keep the existing legacy scan application and renew the vendor contract
This is clearly the easiest choice as it does not involve much work. Most importantly to note, it will not bring any benefits to the company. Chances are the platform is based on an older, more expensive technology and does not provide today's automation to help streamline business environments. 
If the customer decides to renew and upgrade the current system, time will be spent to install a new version of the software. Nonetheless, it will have close to the same implementation of features resulting in an increase of labor and upgrade costs. With no true productivity benefits other than on-boarding the vendors latest "enhancements", the customer loses out on benefits of a more modern technology platform or additional advanced capture capabilities.

2.) Enhance the application with advanced capture capabilities
As technology begins to evolve faster every year, Ephesoft offers a modern thin client and advanced capture platform to the market.  Using the existing scanning capability, Ephesoft can be used to collect images from existing scan applications and provide advanced capture capabilities which are not in the current scan client. 

Ephesoft's advanced capture ability includes auto document separation without the need to use separator pages or barcodes. In addition, the capability to extract variable moving metadata from the documents to assist in starting a workflow process or aid in indexing documents into an image repository.  The advanced capture solution will very likely present a return on investment of less than one year. The customer can keep their existing legacy scan application, which their operators are already accustomed, and augment it with enhanced capabilities by adding a modern advanced capture solution to the process.

3.) Enhance the entire application with a modern complete advanced capture solution
Once the customer has a scanning system implemented for a few years, it may be time to revisit the process of refreshing the software and business processes.  The current scan client was most likely built and configured with the customer's first exposure to document imaging. Although it might work great, there may be opportunities to re-visit the entire process by researching new technologies which could enhance the process immensely.  Some of these technologies can include thin client scanning, thin client OCR processing, and advanced capture technologies which are more cost effective than they were in the past.        
If your company has an existing scan operation for scanning, bar code reading, and/or separator pages in process; there is an opportunity to revisit it and add enhanced modern capabilities which will increase overall productivity of the imaging operations.
Are you Ephesoft Certified?
Our training courses are now taught on the 3.1 platform, providing the latest technology training. Receive hands-on guidance and reap the benefits of achieving Ephesoft certification. You will receive plenty of material to take home for future reference. Our upcoming class is in sunny Southern California. Soak up some sun and document capture knowledge! 
US Dates:   June 3-5 
Register for our Class
Have You Seen our Latest Webinar?

Join us as our Ephesoft's expert walk you step-by-step through our latest platform. Our instructor will illustrate how you can apply our advanced technology to your business processes to improve workflows and achieve a quick ROI. We encourage you to join us and learn how Ephesoft can help you SAVE time and money! Register now as seating is limited. 

Register for our Webinar
We are on the Move Again
The Ephesoft team will be in full force at the following events:

Alfresco Partner Summit, June, 2-5 (San Mateo, CA)
DocuSphere Connections 2014, June 9-10 (Perrysburg, OH)
Alfresco Summit 2014, Sept. 23-25 (San Francisco, CA)
MBA National Show, Oct 19-22 (Las Vegas, NV)
Alfresco Summit, Oct. 7-9 (London, UK)
Online Resources

Ephesoft University
Ephesoft Wiki 
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Join our LinkedIn Group and Company page for the latest news and discussion on everything Document Capture.

We encourage our members to participate in discussions and comment! We use your feedback to improve our products; customized to what our customers want and need.
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Friday, May 16, 2014

Corporate Cloud Computing: Is it Worth the Money and the Risks? - Bit By BIt Newsletter

Corporate Cloud Computing: Is it Worth the Money and the Risks?
Corporate Cloud Computing: Is it Worth the Money and the Risks?
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The BIT Newsletter May 2014 Edition
Corporate Cloud Computing: Is it Worth the Money and the Risks?                       
Most people use cloud computing in different ways, but rarely give it much thought. On smartphones they listen to music that is stored "in the cloud," and on tablets they read books and magazines that are also stored there. If they use Gmail or Hotmail, they're using a cloud-based email system. One reason most users give the cloud so little thought is that these cloud services work well and are free of charge. 
Most business users, however, give the cloud serious thought because they use it for professional purposes, and, crucially, they pay a lot to do so. Companies use cloud computing for three principal purposes: data storage, security backup and disaster recovery, and online applications. Let's examine each, and then look at the risks.
Simple storage, security backup and disaster recovery   
Most small and medium sized companies have at least one on-site backup copy of their current "active" data - the "live" data they continually access. For additional safety, many of those companies now also backup that data to the cloud; in the past, they would merely have held an extra backup copy on their premises. 
The amount of digital data generated by most businesses is growing very quickly as many businesses adopt additional IT solutions to reduce staff costs and increase efficiency. Because of this growth in data, senior management has become increasingly aware of the need for data security and disaster recovery in addition to just storage. They realize that the cloud is a more flexible, cheaper, and safer solution to all those issues because the on-site alternative requires the purchase of new equipment and the recruitment of extra IT staff.

Online applications
Apart from using the cloud for data storage and disaster recovery, many companies reduce costs by also outsourcing many of their critical computer applications to the cloud. This shift fundamentally changes the business's operational ecosystem - no longer must it purchase expensive hardware or software, ensure it is constantly updated, employ expert staff to support and maintain it, and accommodate the staff and the equipment. The cloud company hosts and maintains the application software and stores all data. The client company accesses the applications usually via a relatively inexpensive client-side interface or a standard web browser; the cloud company looks after everything else. This kind of infrastructure is called SaaS (software as a service) and it enables the client company to concentrate more on its core activities.
Companies that use the cloud extensively make the biggest savings because they can more accurately predict and control their IT costs and easily adjust their usage according to changing needs. The cloud also helps cash flow because the revenue authorities treat cloud costs as day-to-day business expenses. As a result, companies can write off those costs against the current year's tax. 
Surprisingly, smaller businesses have adopted cloud computing faster than larger ones. The reasons are twofold. First, big companies have more cumbersome structures and are generally slower to change in most areas of operation. Second, many are in industries that must have the highest level of secrecy and security, like banking and insurance. Such businesses prefer to keep all their highly sensitive information in house. 

The risks
There is little doubt that cloud computing offers considerable advantages to most businesses, and that an increasing number will become users as time goes by.
Most potential users, however, have worries about moving to the cloud, and virtually all of them ask the same two questions: Can we be certain that highly confidential data is completely secure? Can we be guaranteed uninterrupted and unrestricted access to our data and applications whenever we want it? These two questions are important, but a positive answer to either is impossible because there will always be doubts. Potential users should, however, bear in mind that data stored on their own premises is not completely secure or always accessible - it can be affected, for example, by fire, water leaks, power outages, equipment failures, or theft.
All major cloud companies backup their clients' data frequently and keep multiple copies of the data in different locations, each protected by the highest level of physical security. They are able to guarantee a level of security and accessibility that few of their clients could ever match on their own, and they can do it more economically. In the end, there is really no contest: cloud 
If we can help with any of your technology needs please contact us for additional  information. 1.877.860.5831 or email
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