DataBank, a Leading National Provider of Document Conversion Services, Stresses Importance of Data Privacy Day 2010

Beltsville, MD (PRWEB) January 28, 2010

Requiring a high standard of security and compliance when outsourcing document conversion services or scanning of paper files and data indexing normally associated with a document management solution, should be part of any organization’s data privacy plan. Protection against personal identity theft and unauthorized disclosure of confidential information should be a critical part of any outsourcing decision.

As the country celebrates Data Privacy Day they must not only consider digital data residing within their computer infrastructure; but must also protect the information currently in paper form or scanned digital images in document management , ERP, financial, HR and line-of-business systems that are part of their organizational processes every day.

When selecting an outsourcing vendor for scanning paper documents, engineering drawings, medical records, educational information, employment records, financial information, and government vital records, there are several important things to look for during the evaluation of vendors you might do business with:

SAS70 Type II Certification for Document Conversion Services – Policies and procedures audited by an independent third party firm to assure compliance and track chain of custody from the time documents are received or picked up at a client location until images and data are returned.

PCI DSS Certification – Protection against personal identity theft when documents contain financial information that could be abused if it falls into the hands of dishonest people or computers are hacked.

Employee Background Investigations – credit checks and CORI checks on all employees before hiring.

Employee and Visitor Confidentiality Agreements – Requirements of vendor certification as well as written confirmation of security requirements and policies for information and data prior to allowing anyone into a service provider’s faculty.

Building Access and Security – 24X7 Security by an experienced and qualified agency, and tight access controls through multiple levels of personnel identification before entrance to the facility is granted.

Employee Training on Security and Confidentiality of Client Documents – It is no longer acceptable to say you will protect customer information; you must document how you are going to do it plus educate and monitor employee compliance.

Software-as-a-Service – If you are considering an outsourced hosted solution with information access over the Web, you must be assured of an effective encryption, redundant back-up, and have a documented disaster recovery plan.

Dick Aschman, CEO, of DataBank noted; “Protecting the privacy and confidentiality of client documents and data is a very important aspect of our business in these challenging times. The investments we have made in business processes, protecting our infrastructure, screening our personnel, and obtaining independent audit certifications are focused on providing industry leading levels of security for document conversion services and data management at all of our full-service facilities throughout the nation.”

Chuck Bauer, president and COO, said; “We are pleased to see the emphasis being placed on privacy and security in our industry. Events such as Data Privacy Day bring much needed attention to how people protect their information still on paper and while at a vendor facility for conversion to digital imaging. The government and major corporate clients we serve select DataBank because of our quality and our security and compliance infrastructure.”

About DataBank IMX

DataBank http://www.databankimx.com has rapidly become an industry leader in document management and document conversion services with nine state-of-the-art production centers nationwide.

DataBank is a national full service provider of document management solutions and document scanning services. They provide a comprehensive range of imaging services, document management software, web-based document hosting, and end-to-end vertical industry Enterprise Content Management (ECM) and department-level solutions for companies and organizations that want to improve their document imaging and information management processes. As an Industry leader,

DataBank understands its customers’ business environments and is delivering value-added application solutions and services to thousands of clients throughout the United States.

DataBank enjoys industry partnerships with document management and technology organizations from around the world, and has recently received national recognitions for its performance and quality by Verizon Business Services, Kodak, Hyland and Digitech. DataBank also understands the importance of protecting vital information belonging to its clients with SAS 70 Type II and PCI certifications, and assists their clients in complying with HIPPA, FERPA, and other government and internal regulations.

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DataBank, a Leading National Provider of Document Conversion Services, Stresses Importance of Data Privacy Day 2010

Ohio Businesses Get Paper and Paperless Document Management with Help from Team Office Technologies

Portland, OR (PRWEB) September 2, 2010

Team Office Technologies, a long-time provider of integrated printing and information technology services in Ohio and western Pennsylvania, is now helping businesses in the region manage their documents electronically using document management software. Team Office recently joined a network of technology firms offering ColumbiaSofts Document Locator document management system for their customers paperless business needs.

“Were bridging technologies for a comprehensive approach to managing information. We can process and file scanned documents, email, electronic files and print stream data,” said Thomas Reeveley, president of Team Office Technologies. “Document Locator is a perfect fit for our clients because it turns paper into full-text searchable digital files that are stored in a system that is easy to use and works just like Windows.”

“Team Offices expertise in all forms of information management and office technologies makes them a trusted authority for our document management solutions,” commented ColumbiaSoft executive vice president, David Pogue. “Were very pleased to be working with them and helping their customers address ways to improve storage, retrieval, and automation of electronic documents.”

“Businesses are looking for new ways to manage their paper and electronic documents,” said Bryan Higgins, software developer and vice president of Team Office Technologies. “Document Locators custom integration capabilities allow us to develop custom document management and workflow processes for our clients.”

While few businesses achieve a truly paperless office, electronic document management is lowering the cost in many areas of business, and helping improve the efficiency of office staff who file and retrieve documents in their daily work. For example, storage and shipping costs less when documents are scanned and handled digitally. People save time retrieving electronic documents because files can be searched and found from a computer much faster than from a filing cabinet or a warehouse. Plus, electronic documents can be routed, reviewed, revised, and approved more easily in electronic workflows.

About ColumbiaSoft Corporation

ColumbiaSoft is a leader in document management software and services designed to enhance efficiency, reduce risk, and improve collaboration. Information workers use ColumbiaSoft software to manage and share paper and electronic documents, e-mail, faxes, and other electronic files to reduce costs, increase productivity, automate business processes, and meet compliance requirements. As a Microsoft Gold Certified Partner, an Autodesk Authorized Developer, and an Adobe Solutions Network partner, the companys products fully integrate with popular applications such as Microsoft Windows, Office, Outlook, SharePoint, Adobe Acrobat, AutoCAD, and more. ColumbiaSoft is a privately held company based in Portland, Oregon and was founded in 1998. For more information, visit: http://www.documentlocator.com.

About Team Office Technologies

Since 1980, Team Office Technologies has been the first choice for on-site, on-target network and document technology services for businesses in Ohio and Pennsylvania. With a proven reputation for quality service and customer satisfaction, Team Office provides area businesses with state-of-the-art digital printers, copiers, and scanner hardware (including NEC, Sharp, Kyocera, Fujitsu, Panasonic, Okidata, and HP); reliable factory-authorized equipment servicing; and professional Microsoft certified products support and services including: networking, data storage, back-up, disaster recovery, anti-virus solutions, and more. To learn more, visit: http://www.teamofficetech.com.

All referenced product names, and other marks, are trademarks of their respective owners.

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Ohio Businesses Get Paper and Paperless Document Management with Help from Team Office Technologies

New York-based Document and Records Storage Company Entrusts Backup My Info! for Off-Site Backup and Disaster Recovery

New York, NY (PRWEB) December 14, 2010

Backup My Info! (BUMI), the premier provider of managed online backup and recovery solutions for small to mid-sized businesses, today announced that CitiStorage – a document and records storage company – continues to utilize BUMI for its off-site backup and disaster recovery needs. Headquartered in Brooklyn, NY, CitiStorage provides its clients with dependable and cost-efficient records management solutions.

Prior to BUMI, CitiStorage relied on a tape system to backup its own data. However, when a major server failed at the company and they needed to retrieve critical data, CitiStorage discovered that its tape system was not consistently producing viable backups. With more than four million boxes tracked, and 20 million barcoded files, this could have been a disaster for a company whose database changes every minute.

“This near crisis proved to us that we needed redundancy in our own data retention system, and we needed a more secure way of backing up our mission-critical information,” said Louis Weiner, President of CitiStorage. “We selected Backup My Info! to safeguard our business critical information. It is essential for us to know exactly what records we have and where all files are – at all times.”

Within weeks of selecting BUMI, the company was backing up all of CitiStorage’s critical business data from six servers – including application software, records management data, accounting data, email, and everyday business files. Mr. Weiner feels secure knowing that BUMI is watching the backup process each day. His team receives a daily email verifying the backup status and a phone call anytime a backup did not run correctly. They also receive a monthly update to confirm that the right data is being backed up.

“After deciding to implement a new backup service, most of the companies we spoke with only sold software solutions, leaving us on our own to manage the entire process,” said Mr. Weiner. “But BUMI impressed us from the beginning and made us feel extremely comfortable with their secure online backup process. They also made us feel like we were their only client, and that is the type of customer service that you rarely see these days.”

“For an organization such as CitiStorage – which manages so much data that changes on a daily basis – it is essential to have a backup process that is actively monitored,” said Jennifer Walzer, CEO at Backup My Info!, Inc. “Because CitiStorage had been through a disaster recovery situation in the past, we wanted to make sure they felt 100 percent safe, secure and confident with our service. We understand that restoring data is critical to every business, and we want our customers to know they are our number one priority.”

About Backup My Info!

Founded in 2002, Backup My Info! (BUMI) specializes in delivering online backup and recovery solutions for small to mid-sized businesses. Based in New York City, BUMI provides an off-site data protection solution that addresses critical issues such as rapid growth of data, business continuity, and regulatory compliance. Every BUMI client is cared for by a team of senior-level engineers dedicated to providing proactive and personalized support. Clients include professional service organizations such as banking, financial, insurance, accounting, hedge funds and law firms. For more information, visit http://www.backupmyinfo.com, call (866) 444-BUMI (2864), or follow on Twitter at http://twitter.com/backupmyinfo.

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New York-based Document and Records Storage Company Entrusts Backup My Info! for Off-Site Backup and Disaster Recovery

Halcyon Announces Document Management System v3.0 for IBM i

PHILADELPHIA, PA (PRWEB) May 07, 2012

Systems management software provider, Halcyon Software Inc., today announced a new product Document Management System v 3.0 for the IBM i platform.

Document Management System v 3.0 is a comprehensive software package which ensures reliable archiving, rapid retrieval, packaging and distribution of business information, documents and reports held in spooled files on the IBM i system.

Businesses can benefit by significantly reducing costs for what is traditionally a labor intensive activity for managing, finding, re-packaging and distributing the relevant information to users within the organization to allow them to do their jobs effectively. Cost efficiencies are also gained in the rapid retrieval and delivery of information in the right format to external contacts including customers and suppliers.

Key features include indexing of all archived files for rapid retrieval, an easy to use web user interface requiring no specialist IBM i skills, a sticky note that marks important information about a particular file that can be instantly viewed by assigned users, and an overlay designer for reports, print overlays to create invoices, orders, dispatch notes, etc. Document Management System v3.0 also has a segmenting and bundling feature that enables subsets of large reports to be created and distributed to pre-defined recipient lists.

The software performs actions on spooled files without the need for program changes such as automatically emailing the summary page of a report or converting them into PDFs or HTML web pages.

John Dominic, Vice President of Sales, Halcyon Software Inc. said, Halcyon has made a significant investment in the Document Management System software. Our development team has engaged with IBM i sites to create a business solution which offers automatic archiving, indexing and superfast retrieval of important information. The new web-based interface modernizes and simplifies a traditionally labor intensive activity and saves significant cost.

Indexing

The indexing functionality eliminates the need for staff to search for spooled files or wade through large reports to find specific information important to their business or job function. Indexing can be applied to archived files for fast retrieval of detailed information and IT administrators can search for archived files using combinations of 15 definable indexes such as invoice numbers. The technology also has a powerful search function through linking indexes across different archived files. For example, indexes for Invoice Number could be cross linked to indexes for Customers, Orders and Depots.

Web Based Interface

A web-based graphical user interface (GUI) provides an easy way for staff to access or handle indexed spooled files, assign notes, apply print overlays and export data without the need for specialist skills or training. All documents can be viewed securely and remotely through a web browser. Using the appropriate security settings organizations have the option to allow their customers to carry out their own searches.

Sticky Notes

Users can create a sticky note or a line item which appears on the GUI and at the same time on the IBM i green screen, which can highlight key information to all members of their team. Any changes to notes or items are also simultaneously updated on the GUI and the green screen. For example, a note could be created against a customer account containing information which is vital for other team members to know. Security features within the software prevent non-authorized staff or teams being able to view or change information.

Overlay Designer

The new overlay designer enables businesses to easily customize their reports or create print overlays for typical documents such as invoices, dispatch notes, orders, pick lists and customer statements.

Segmenting and Bundling

Organizations can create subsets of large reports, and distribute bundles of information as hard copies or email documents in PDF, HTML and TXT format to a pre-defined recipient list. For example, staff in a distribution company could extract information from reports which identifies depots that only stock certain products, or depots that have residual supplies of an individual item, or customers which reside in particular territories or those that receive regular deliveries of a specific product, etc. Considerable resources can be saved by eliminating the need to manually extract this information from reports often hundreds of pages in length. Another benefit of segmenting and bundling is that the software does not need to use specialist scripts to slice and dice the data from spooled files and deliver it efficiently and quickly to the people that require it.

Pricing and availability

Document Management System v3.0 is available immediately. Product pricing is tiered and based on IBM processor groups. In addition, Halcyon have published a fair pricing policy so that if customers increase the Commercial Processing Workload (CPW) rating of their IBM hardware they will not incur software upgrade fees giving long term reassurance on costs.

For more information about Document Management System v3.0 visit:

http://www.halcyonsoftware.com/dms

About Halcyon Software

Halcyon Software is a global leader in multi-platform systems management software. With more than 20 years of delivering proven solutions and first class customer support, Halcyons products proactively monitor, manage and automate IT operations to significantly reduce costs. Large IT outsourcing companies as well as small to medium sized corporate and public sector data centers rely on Halcyon Software to ensure their mission-critical systems, core applications and services are available 24/7.

Halcyons solutions support IBM

Halcyon Announces Document Management System v3.0 for IBM i

DocuLex Archive Studios Capture V5.3 - Powering Automated Document Imaging for Document Management and Workflow Collaboration

Winter Haven, Florida (PRWEB) May 18, 2012

DocuLex(http://www.doculex.com), creators of document management software, announces the V5.3 release of the companys Archive Studio Image Capture component Goby Capture, facilitating automated document imaging and indexing for document management and workflow collaboration.

New features will save organizations time and valuable resources with the automation of document processing and field specific indexing based upon newly implemented technologies in text recognition. Goby capture incorporates eco-friendly enhancements to provide intelligent detection of individual documents, eliminating the need for additional document break cover pages. In addition, advanced OCR processing features were added for increased speed, accuracy and error handling.

Goby Capture also offers ODBC connection to line-of-business applications for pulling existing meta data from an organizations existing database. Custom XML recognition is added for use with third party MFP touch panel devices and network scanner applications. Goby Capture now harnesses the power to produce workflow status codes and new events, auto notification and the ability to route documents to targeted WebSearch users.

About Goby Capture

Goby Capture enhances the walk-up and scan capabilities of networked MFPs, production/desktop scanners, wide format and facsimile units, as well stand-alone units with scan-to-file ability to forward files to a server. The easy to use program provides simplified paper document conversion and electronic document file capture by automating image processing functions at the document server. Distributed capture capability is provided for an unlimited number of users throughout an organization via the programs Profiler document identification freeware, in tandem with the programs server-based Monitor image processing component.

With DocuLex Goby Capture, intelligent cover page technologies allow documents to be profiled and cataloged prior to scanning. Indexing criteria may be added via optical mark recognition or 2D bar codes created with user-defined content. In addition, documents containing barcodes or predefined content may be automatically detected as a new document and then indexed. This allows documents to be scanned, indexed and organized electronically, then forwarded to a PC, file archive and to DocuLex Archive Studios WebSearch or other document management system.

The result is fully searchable Adobe PDF files with custom meta data specific to each particular document.

Goby Capture supports all popular manufactured scanners and multifunction copy decices.

For additional information on DocuLex Archive Studio, and to access an online self-guided demonstration, visit http://www.doculex.com/products/document-management-demos/. For a 3 minute video introduction, visit http://www.doculex.com/resources/document-content-management/.

About Archive Studio WebSearch

WebSearch is the document management component of Archive Studio. WebSearch may be utilized as a service in the cloud or acquired as an on premise server based solution.

Archive Studios WebSearch is a secure, browser-based document management software that enhances internal and external collaboration, business process workflow, email archiving, corporate compliance and records retention management scheduling. The program was developed for use throughout a business’s operations to regulate and streamline the flow of documentation and secure content access from any location, anytime. Archive Studios user-interface is similar, yet easier to use, than internet search engines such as Microsoft Bing, Yahoo and Google. Searches are performed by entering specific index field (Meta data), full text content, or date ranges, search history, search lists and saved searches.

About DocuLex

Incorporated in 1996, Winter Haven, Florida-based DocuLex creates non-proprietary content management software. Through an extensive worldwide reseller channel, the company offers network-enabled document capture and image processing software, along with browser-based document and content management programs for collaboration, email archiving and compliance, knowledge management, customized workflow and records retention, offered as Archive Studio. Archive Studio is easy to use, productive electronic document management software for any business environment seeking secure Instant Document Access. See http://www.doculex.com for program information, access to your local dealer and demonstrations.

Follow us on Facebook at http://www.facebook.com/DocuLex

DocuLex Archive Studios Capture V5.3 - Powering Automated Document Imaging for Document Management and Workflow Collaboration

Village of Schoharie Receives New Document Management System from docSTAR

Schenectady, NY (PRWEB) February 20, 2012

Community support to the many organizations and businesses impacted by Hurricane Irene continues with the latest outreach from Schenectady based docSTAR. The preeminent provider of award winning document management software has donated a new document management system to the village of Schoharie to aid in records recovery due to losses sustained from Hurricane Irene. That system is docSTAR 3twelve.

I think I speak on everyones behalf here in the village when I say thank you to the many groups and individuals for the outpouring of support we have received in the aftermath of Hurricane Irene,” said Larry Caza, village trustee. The document management system that was donated to us from docSTAR could not have come at a better time. It will help us get back on our feet much sooner and well be better equipped to serve the community.

One of the hallmarks of docSTARs culture is our commitment to community support and service, said Jeff Frankel, VP and Principal. The impact that Hurricane Irene had on this community was devastating and we hope that our donation will, at the very least, not only get them up and running sooner, but will ensure that their documents are no longer susceptible to any type of disaster.

The docSTAR 3twelve system offers enhanced productivity, security and business continuity. Features include: automated document-driven workflows with instant access to critical documents anytime, anywhere; real-time checklists, automated alerts, storage redundancy, automated online backups; AuthentiDate (time-date-content stamping), secure access, and one-click email integration. docSTARs central document repository provides unparalleled document acquisition, collaboration, protection, and responsiveness.

About docSTAR

docSTAR is a recognized leader of comprehensive and integrated document management solutions. docSTAR allows instant access to documents and immediate cost savings while delivering ease of use, fast implementation, safety, and security.

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Village of Schoharie Receives New Document Management System from docSTAR