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Society has been relying on technology to solve problems without realizing how it is affecting nature. Humans have become completely blinded by technology as they are neglecting their relationship with natural resources and their role in helping nature. However, technology has been bringing us advancements that have played a big role in saving the environment.

Smart devices are being programmed to be turned on and off by detecting activity in the room to reduce the amount of energy consumed on a daily basis. In addition, green buildings are being built to reduce expensive lighting costs and the consumption of coal needed to power that lighting.

Humans are discovering how to rely on screen technology to preserve and develop resources, as well as avoid producing waste. Digital tools such as eBooks and streaming media services have eliminated the need for printed materials and producing DVDs.

Actions You Can Take to Save the Environment

Today marks the 51^st anniversary of World Earth Day, and keeping the planet healthy is no longer an option but a necessity. That is why we must reflect on the environmental issues and find ways to restore the earth and save our planet.

Consider these five suggestions for a more environmentally friendly future:

• Eliminate paper waste by going paperless
• Digitize information and documents management
• Reduce emissions by working from home
• Build a single and unified data capture repository for your content
• Reduce, reuse and recycle with recycling bins
• Convert textual data into machine-readable text

Here at Intalio, we minimize the use of physical paper in favor of digital documents because we believe that nature is integral to our health and that saving the environment is our responsibility. That is why Intalio offers innovative content services platforms that help industries go green and make the earth a healthier planet for generations to come.

Happy Earth Day 2021!

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Because documents are your biggest asset, a Document Management System becomes your most essential and critical tool. While many focus on the complexity of the capabilities behind such solutions, others fail to recognize their benefits.

Why is document management important? Below are the top 4 benefits:

1- Maintaining the Security of your Documents

Documents within your company may contain a lot of compromising information, such as confidential business data, or customer information subject to GDPR. Document Management Software allows the protection of documents by issuing authorized access to designated key personnel while tracking actions in audit trails, protecting documents from unsolicited access or leaking. It also protects the documents electronically on the platform, compared to paper-based documents that can be lost or damaged in storage units and unmaintained archives.

2- Enabling Simplified Collaborations

DMS Software can allow access to different documents from different locations from the same platform using blockchain technology. It can access silos and allow third-parties limited access to create, review, and approve documentation to the extent they are provided power. Collaborations are simplified by gaining real-time access to documents, and the ability to track versions and collaborators. It also allows off-site employees and personnel to have the same access to documents, capabilities, and privileges.

3- Improved Classification

DMS Software allows documents to be classified and stored within a central repository. Using a plug-in architecture, you can apply specific compliance rules that allow you to automatically categorize your documents. DMS can reduce the risk of bad filing and loss of documents by moving documents to a new location, creating labeled folders, building a hierarchical system for directories, and indexing documents.

4- Increased Efficiency

Finally, most benefits of a good DMS system can be summed in one word “Efficiency”. DMS Solutions can help companies access documents from anywhere within their corporation or any included third-parties they are collaborating with. Documents can be accessed with swift and precision without the cost of archives, document maintenance, and all the wasted time searching for information, files, or specific data.

If you would like to learn more about Intalio‘s Document Management System, you can register for our next free webinar to be held on September 22, 2021.

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To establish a new and enhanced digital experience, TAIF University has teamed up with EverteamGS-Intalio to implement an automated ‘Documents and Archives center’.

The integrated solution will fully manage the center’s operations, providing complete control over the documents circulating at the university – whether digital or paper – while applying international and local specifications and standards in line with Digital Transformation Governance.

TAIF University is launching EverteamGS-Intalio Documents and EverteamGS-Intalio Viewer to properly implement an innovative document management system, that will seamlessly comply with all policies and regulations set by the National Center for Archiving and Records in the Kingdom, and provide a centralized platform for document managing services to ensure compliance, reduce costs, facilitate operations, and ensure the durability and legal value of the university’s content.

With the help of Intalio, the university will be able to preserve important data, eliminate duplications of documents, and safely dispose of documents that have served their purpose and lost their value. The EverteamGS-Intalio solution will also allow real-time access anytime and anywhere to needed documents, consequently reducing time and effort when searching for valuable information.

The innovative center will offer an automated document lifecycle, and develop streamlined procedures to ensure the highest levels of security. It will also enable easy integration with external universities to improve e-service quality.

EverteamGS-Intalio’s solutions Implementation

Within the framework that TAIF University wishes to create, EverteamGS- Intalio will be providing an integrated infrastructure for managing physical and digital content as an interconnected unit that helps the beneficiaries within the university efficiently perform their work.

An integral part of the solution will be its adaptability according to the university’s needs by providing a unified application interface for all different entities related to the university, equipped with numerous language support for users, supervisors, and system administrators.

The licenses of the systems support an unlimited number of users. However, the implementation will initially attain 2000 users.

The umbrella solution provides content management services for all sorts of communications – such as papers written by hand, fax, email, complaints and reports systems, customer service systems, etc., enabling full governance over TAIF University’s data.

The integrated Document and Archive Center will also interconnect with all existing systems currently used in the University. Thus, improving their capabilities by equipping them with document management services. The EverteamGS- Intalio document management solution will offer visual navigation allowing end-users to view, access, and work with content without the need to install any new application.

More about EverteamGS-Intalio’s Documents and Viewers Features

EverteamGS-Intalio content services solutions offer innovative features that transform TAIF University into an intelligent digital environment:

• EverteamGS-Intalio Documents is a comprehensive Document Management System for the management of the entire content lifecycle. Providing pattern-based reusable filing structures with pre-defined attributes, eliminating the need for manual and repetitive creation of similar folder structures. Enabling advanced document versioning to create and manage multiple versions of a document. Also, offering exclusive editing access to a document through check-out and check-in functionalities. Thus, improving overall efficiency by providing organizations the tools and content needed to better manage and circulate information.
• EverteamGS-Intalio Viewer is a universal viewer allowing any type of image or document to open, without having to install the native software on the client’s machine. In addition, it provides basic and advanced capabilities to document/image enhancement, annotation, stamping, blackouts, etc.

Projected Results Post-Implementation

After the successful implementation of EverteamGS-Intalio solutions, TAIF University will benefit from an innovative ‘Documents and Archives Center’ and assume full control over the university’s files and information. The university will be able to search for and retrieve more than a million documents/records per second. This will result in efficient task management which in turn reduces costs and saves time.

Organizing all documents and making them effortlessly accessible will undoubtedly improve TAIF University’s internal workflows. From capture and imaging to processing, storage, and ultimately publishing, TAIF University can now easily build a unified content repository.

The solutions provided by EverteamGS-Intalio use high-level systems, an ultimate level of confidentiality, reliability, and daily work governance. The platform deployed by EverteamGS-Intalio is able to address the notion of information governance in the Kingdom and guarantee a trusted level of governance and security within TAIF University.

Furthermore, EverteamGS-Intalio will support the university with the launching, training, and maintenance of the new processes, assuring a long-term detailed content lifecycle searchability and improved e-service quality.

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DMS offers some of the most rudimentary functionalities to content management, imposing controls and management capabilities onto documents. Thus, integrating and mastering cutting-edge digital products will make you fall under a new era of business growth and advancement.

However, as Document Management Solutions have evolved over the years, and as we step into the next generation, there are numerous trends that will soon be adopted while there are others brand new in the DMS World and that we need to keep up on with towards achieving better functionality.

Top trends to make your business grow

Cloud computing

Cloud computing nowadays tackles two different matters; it is the ideal mean to deliver enterprise applications and the chosen solution for companies looking to extend their infrastructure or launch new innovations. Cloud-based solutions offers you flexibility, agility and scalability like never seen before.

A mobile friendly environment

Accessing documents away from traditional workspace through a variety of online devices including smartphones and tablets has been on the list since a long time. This also resulted in a demand for a user friendly software compatible with the several devices.

AI and natural language understanding

Automation and rapid adoption of AI technologies such as machine learning and natural language processing are heavily making their way. This technology handles unstructured data like texts in everyday language. It could be trained using smaller datasets and necessitates almost no annotation or tagging which could save both cost and time.

A better online security

As the accessibility of documents improved, it brought along certain security weaknesses as a result. Safeguarding content across a network of remote employees will definitely be the next challenge many enterprises will have to deal with in the near future.

Intelligent Search

As data within a company grows and adapts different shapes, as employees are equipped with several Artificial Intelligence tools, the possibilities to get the most out of data are limitless. Thus, search function evolved beyond being just a tool in the toolbox to being a must yet a key for productivity and an accelerant that enables strategic decision making and provides potential competitive advantages.

Advanced security measures

All these trends might be challenging and may turn choosing a specific Document Management Software into a flimsy process to deal with especially when bringing security to the table. Paper documents floating around and digital records, both generate risk for a company’s confidential information. Risk is also bent when staff make use of internet services that might not been properly examined and thus expose documents to an unintended audience. Hence, resorting to a well-established DMS is mandatory yet a delicate process that requires high calibers. But this does not mean that we deny the prominence of DMS especially in a time where technology became increasingly an enabler of business continuity.

What does Intalio Offer in the new Era of Document Management?

Consequently, Intalio provides top-notch digital solutions that will make better use of your content and let you operate efficiently throughout your entire organization. These advanced solutions will reduce time, effort, and cost when dealing with mandatory yet confidential documents within your library.

The future is Digital. Given the latest yet the upcoming trends in DMS as well as the factors that impact its worth, it is supposed that tomorrow would be all about the use of technology for a boring task as the management, storage, and use of documents often is. Combining all of these trends provides a solution to the challenges that companies might face and highlights the role of these platforms in business.

If these trends triggered you, then the next step you need to take is to get in touch with our experts to help you establish the right Document Management System that fits and covers your enterprise needs and offers you free access to continuity and success!

Get in touch!

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