The Benefits of Cloud Computing

Improved technology and better affordability are making it possible for an increasing number of businesses and organizations to move to “cloud computing” and away from on-site, locally managed computer servers for application hosting and document management.

It is hoped that any enterprise that fully or even partially embraced and leapt to “the cloud” did so after some prudent investigation into the benefits and risks of such a move.

The chief reasons cited today for putting off cloud computing include issues related to data availability and control, service reliability, file security and information privacy. But on the flip side of those cloud-computing “cons” or risks are many “pros” — solid business reasons to take a seat on the cloud and ride it.

For review, cloud computing is the practice of using a network of remote servers — “virtual servers,” some call them — rather than local servers to store, manage and process data. Access to these servers and the pertinent information on them is gained by secure connection through the Internet, wherever and whenever the Internet is available.

Cloud computing is more than traditional data hosting in that its services are sold on demand like a water or electric utility service, it is elastic in that a customer can use as much or as little of the services as it needs, and it is fully managed by the service provider or vendor.

While not totally inclusive, here are some leading benefits of cloud computing:

• By moving to cloud computing, a company can reduce its costs in the areas of software applications, computer hardware and IT staffing.
• Cloud computing gives small and midsize organizations access to technology and technology expertise and support that only the “big boys” used to have.
• With the elastic and scalable nature of cloud computing, a company can get started with the features and services it can afford now and later access more services as the company and its bottom line grows. Think “pay as you go.”
• Cloud-computing services and applications can be — and usually are — tailor made to each client’s specific needs.
• Access to the cloud is convenient. All one needs is a desktop, laptop or tablet computer — or even just a smartphone — and a link to the Internet.
• Business owners can operate “virtual” companies, because their employees don’t have to be tied to a central office with an on-site data server. Working from home or on the go has never been easier or more convenient.
• Because of the convenient access to information on the cloud, collaboration with colleagues, even those at great distances, is easier.
• Cloud computing provides for continued business operations and data access in the event of a disaster, whether natural (“acts of God”) or accidental (a fire, for example).
• Data security on a cloud-based server can be much better than on a locally managed server.
• File backups on cloud computers and servers are done routinely. The chances than files or data will be lost are greatly reduced.
• Testing of and moving to upgraded software is much more streamlined. If the new software doesn’t work for a company, a rollback to the previous version usually is possible.

Windows 7 “Indexing” vs. DocuLex WebSearch Document Management System

The term indexing is ambiguous and is defined differently in Windows 7™ Vs how it is used in Doculex’s ‘Document Management’ System called ‘WebSearch’.
What Windows™ refers to as ‘Indexing’ a document is what is called ‘A Text Search’. That is, it searches every word in every document as well as words contained in the names of documents. When a user types in a particular word that they believe is in the document, then ALL the documents that contain that word will be presented. That could be a few, or thousands. Users can ‘fine-tune’ the search by looking for the word(s) contained specifically in a particular document type such as a *.Doc or a *.PDF, etc. But that still means the user has to look through numerous files to find the exact document for which they are searching. Also, they are left wondering whether the exact document for which they are searching has been found. Also, Windows 7™ will only index the documents on a particular PC. In business, there are usually several Desktops and servers.
This weakness is understood in the world of managing Business Documents. Indexing here refers to assigning key ‘search fields’ to a particular type of document and then assigning ‘search words’ to those fields. This way the user can search by more than one word or words and get exactly the document for which they are looking. This ability allows for a number of additional search methods to find documents, including:
1. Indexing documents using ‘index fields’ and ‘specific index words’ allows one to index document that are contained in a database on a server, Vs only being able to search the documents on a particular PC.
2. Ability to find by key ‘index fields’ to find a specific document. (E.g. All ‘Invoices’ might have been indexed by ‘Invoice Number’, ‘Date’, ‘Vendor Name’, etc. Searching for ‘Invoices/Invoice Number’ will find that document and only that document if the invoice number is unique.)
3. Ability to fine-tune a search by multiple index fields. (E.g. Searching by ‘Vendor Name’ would find all Invoices by that Vendor, which might be exactly what the user wants. Searching by ‘Vendor name’ and ‘date’ would find just that particular invoice, etc.)
4. Ability to search by ‘date range’, as well as multiple index fields.
5. Ability to search by ‘automated information’ (e.g. upload date, system date, time, etc.)
6. Ability to search by ‘Google Style’ search parameters such as:
a. Fuzzy Logic searching will find a word even if it is misspelled. For example, a fuzzy search for apple will find aple, or appl, etc.
i. Fuzzy searching can be useful when the user is searching text that may contain typographical errors.
ii. Fuzzy Searching is also good for finding text that has been scanned using optical character recognition where, for example, a O is mistaken for a 0.
iii. Fuzzy Searching is useful for finding text that has been ‘OCR’d’ by scanners for the same reason as shown in ‘ii’ above.
b. Stemming is a search capability that extends a search to cover grammatical variations on a word. For example, a search for ‘fish’ would also find ‘fishing’. A search for applied would also find applying, applies, and apply.
c. Phonic searching looks for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for Smith will also find Smith and Smythe.
d. Natural Language search uses “any words”, which is any sequence of text, like a sentence or a question.
e. Synonym search can find words that are synonymous with the search words. So when someone remembers that the document might have contained a word similar to another word, running a synonym search finds all similar words. Such as, “The article I am looking for is about cars” then it would search for documents that have the word, Automobile, Motor Vehicle, etc. After all, an article about cars may never use the word ‘car’ but that is how the user may remember it.

In Windows 7™, searching by all the words in all the documents on a PC requires that the user go through several, if not all, documents on the PC to find the particular document for which they are looking. Plus, they can only search for the documents on their PC. They cannot search for documents on other servers or those on other users PC’s.

Software Certification for Electronic Healthcare Records (EHR) Meaningful Use

DocuLex has achieved the ONC-ATCB Certification Seal for its Archive Studio WebSearch Document Management Software.  The Seal represents that Archive Studio has been tested and certified for use by healthcare providers seeking to adopt and successfully demonstrate “Meaningful Use of Certified EHR Technology”, to qualify for incentive funds under the American Recovery and Reinvestment Act (ARRA).  The Seal indicates that the DocuLex Software Suite has passed a series of tests to prove compliance with the EHR technical standard as required by the Department of Health and Human Services (HHS) Secretary.

Adoption of better document management systems by healthcare providers for patient records has been an increasing trend over the last few years based on goverment incentives and compliance issues.  The DocuLex software is now approved for use by healthcare providers for the secure management, storage and retrieval of valuable healthcare records.  Healthcare organizations can now easily integrate the DocuLex software module with their existing practice management software for a complete EHR system.

Email Archiving for Preservation and Discovery

Email Preservation

MS-Exchange 2007 and 2010 can seamlessly integrate with Archive Studio’s WebSearch, ensuring you will never lose email again. With unlimited mailbox storage capacity, it is the fastest and most efficient method of finding and managing email. All incoming, internal and outgoing email is captured by WebSearch automatically in real time, with secure end-to-end encryption.  Email Archiving can not be easier.

Email preservation from Exchange to WebSearch is covered by using a technology called “enveloping” and use of the Exchange Journaling mailbox.

Archive Studio’s email archiving capability enables you to produce evidentiary-quality email records quickly, with full audit trails on email history.

Web based scanning with WebSearch Document Management software – Test case with a Ricoh MFP connected to a network.

I was pleasantly surprised, this week, when I tested the WebSearch built in web based scanning and indexing feature with a Ricoh copier running on the network.  The Ricoh copier (MFP) scanned directly into WebSearch, through the network, as you would expect from a dedicated scanner connected to a desktop with a USB cable.  All that was required of the user was a one-time installation of the MFP TWAIN driver into their desktop PC workstation.  The driver is supplied by Ricoh and available for download from the Ricoh support driver site.  WebSearch is acquired through the browser so there was nothing from DocuLex to install.

The steps to scan and index a document with WebSearch and the Ricoh MFP network connection:
From the WebSearch document management software, select the SCAN icon on the TOOLS menu ribbon.  All of the scanning and image correction icons will appear along with the image preview screen and fields for adding meta data values.  Select the Scan document icon.  A Ricoh message will appear on the preview screen indicating that you should add paper to the Ricoh MFP and then select the green start button located on the MFP panel (same as the copy button).  I walked over to the MFP and scanned a very large document.  I was able to continue adding more paper to the ADF without interruption or any additional interaction with WebSearch.  Once scanning was completed, a Ricoh message appeared on the preview screen asking if the user was finished scanning.  Once I selected OK, the entire scanning process was complete.  In addition, the scanned images were displayed for me to inspect or correct prior to archiving with WebSearch.  The WebSearch web based scanning experience along with the Ricoh MFP was uncomplicated and very simple for any beginner to use.  The only thing left for me to do was to add searchable meta data to the indexing form and select the save icon.

When any authorized knowledge worker wants to retrieve that document, all they would need to do is enter one or many matching meta data values or full text content contained somewhere in the body of the document and WebSearch will display the matching document in seconds.

Email Archiving and Email Backup Comparison

Written by David Bailey, September 2011.  White Paper is available.

There is some confusion between email archiving and email backups and questions regarding the difference.
Email backups are for disaster recovery and email archiving is primarily for data discovery and email retention policy compliance.

Email backups are generally thought of as insurance in case of a disaster.  Email backups require large amounts of time to recover, an available system for recovery, plus the storage space available for a full recovery.  Email archiving is specifically designed to quickly and easily meet retention policy and regulatory requirements.

Email archiving allows for a reduction in the primary Exchange email store, plus reduction in storage costs for those expensive fast hard drives.  Email archiving offers tamper proof storage and tape backups only record what has not already been deleted from Exchange.  Email Archiving prevents data corruption and report data tampering, backups don’t.

What’s possibly the most important benefit to email archiving is the ability to immediately execute quick searches on all email content and any word or phrase in attachments or file names.  Virtually, anything can be easily found in an email archiving solution that offers robust discovery search tools.  Once discovered, messages can be opened with their native application, placed on legal hold or arranged in temporary working space for collaboration with authorized knowledge workers.

Keep in mind that email and attachment data is one of the primary data stores for understanding what goes on in your organization internally, with customers, suppliers and other related associates.

DocuLex Awarded Contract With National Joint Powers Alliance (NJPA)

Partnership provides government municipalities and educational institutions with instant purchasing access for a complete document management solution straight from the NJPA schedule

Winter Haven, FL – August 25, 2011 – DocuLex, Inc., creator of award-winning, business-ready document management software, announced today that the company was recently awarded a contract from NJPA (njpacoop.org) as a preferred provider of Electronic Document Management Software solutions with its Archive Studio Content Management Software Suite. With DocuLex listed as a contract holder with NJPA, NJPA members and future members can now source a Cloud or Server-based document management solution without having to go through an expensive and time consuming RFP process.  NJPA has met their member’s procurement requirements as a result of a national  competitive contract process. The Archive Studio Suite from DocuLex provides a streamlined approach to indexing, capturing and managing paper based and electronic files.

NJPA is a Member-driven service cooperative with a membership exceeding 35,000. NJPA offers a multitude of products, equipment and service opportunities to education, government and other non-profit entities.  Nationally and even beyond NJPA offers Contract Purchasing solutions that enable businesses and organizations to work smarter, bolder and better. NJPA empowers and enables a business and service alliance between buyers and suppliers to drive successful purchasing programs.

The Archive Studio Software Suite is a 100% secure, browser-based solution that is an easy-to-use, productive electronic document management system for any business seeking instant document access.  The Suite and its components enable collaboration, email archiving and compliance, customized workflow and records retention.

Stated Bruce Orgrodnik, NJPA Contract Manager, “Our mission is to provide our members and future members one place to source what they may need in terms of quality
equipment and software, eliminating a lot of hassle for them in the purchasing process.  We follow a strict protocol when evaluating new companies and products to add as contract holders on our schedule, and DocuLex surpassed our requirements with ease.  We are proud to offer our members and future members an approved solution for complete document and content management with the DocuLex Archive Studio Software Suite.”

“We are very pleased to have been awarded this contract with NJPA,” said David Bailey, DocuLex President.  “Partnering with a highly-regarded organization such as NJPA allows DocuLex further reach in to the government and not-for-profit communities.  This partnership also allows DocuLex to educate these communities about NJPA if they are not familiar, to show them a more streamlined way to purchase solutions through the NJPA schedule by becoming an NJPA member.”

About NJPA

The National Joint Powers Alliance® (NJPA) is a Municipal Contracting government agency established through legal statute in 1977. NJPA serves over 35,000 member agencies throughout the nation with competitively bid and awarded purchasing solutions from industry-leading vendors.  www.njpacoop.org     

About DocuLex

Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers
with its award winning Archive Studio product suite, which encompasses document capture, indexing, data conversion, security, 100% browser access, email archiving, workflow,  word processing document control and records retention management.  Archive Studio is an easy to use, productive content management solution for any business environment seeking secure Instant Document Access, and is available as a server-based product or an on-demand cloud-based software as a service.