| Volume 2015 Issue 8 |
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Last month ended with a "Blue Moon." A blue moon is an additional full moon that appears in a subdivision of a year, either the third of four full moons in a season or a second full moon in a month of the common calendar.
Most people know the saying "Once in a Blue Moon" means "very rarely" and in the content management world we look at "Paradigm Shifts," which also happen very rarely and sometimes take time to incorporate into daily standard use. Scanning paper into electronic documents was one of those paradigm shifts that gave us the start of the content management industry. In the beginning, the electronic documents were simply just another way of building filing cabinets. The electronic documents were still static documents until we got the next shift in place, Workflow. With Workflow, companies could create scripts, like routing sequences and events/actions every time a new document was added. The reason that Workflow did not take off as expected, and forecasted, was that it was costly to install, design, implement and deploy. Two of the most used Workflows are FYI Routing and Information Collection. FYI Routing is often a side effect of a real Workflow implementation. In a static Document Management installation, many co-workers share by emailing a notification to one or more co-workers who need to see a specific document, the Workflow can do that automatically. Since Information Collection gives documents more background information, as in collecting information from different sources, it’s a much more interesting implementation. This information can be used at a later time for some specific action, like paying a bill or articulate a reason for accepting or declining some request. The two above examples are very team oriented, but what does the ECM user do when they need to work with specific documents? In the old days, we pulled paper folders from file cabinets and placed them in specific order on our desk and worked on them that way. Statistically, when we pull a document (paper or electronically), we will go back to that document three to five times before we are done using the information in the document. Wouldn’t it be nice if your current Content Management System would let you work smarter? Well, we are working on that, keep reading future announcements in the NTS Newsletters. return to top |
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Have you ever had the issue where scanned documents are stored in the wrong format in your ECM System, like BMP vs TIFF?
Since this has happened to so many users, the answer is most likely YES. The bad news is most Electronic Content Management systems do not warn the user this is happening, nor does the Admin of the system; therefore, this can go on for a long time. When this occurs, the first sign something is wrong is the ECM system storage begins to eat up a lot of storage space; this happens because BMP files do not have the same compression as TIFF files. A good Admin will notice this and start flagging the issue. Another alert comes when storage begins to max out and it does not match the design specs forecasted regarding storage used over time. This is where small helpful utility tools, like the NTS BIN Purifier Wizard for the EMC AX System come in handy. This Wizard can be pointed to one of the application’s BIN folders or to the entire group of BIN folders. While using the Wizard testing mode, it looks at stored images and reports if there are BIN files or other formats that should be converted to TIFF. If one or more documents need to be converted, the Wizard can also perform that task. After converting the BMP files to TIFF files, the system will not only regain storage space, but will also ensure that all scanned documents are of the same type needed for other future activities. Is this type of maintenance important, the cost of storage is not that high? Great question; the answer is actually yes, it is. Not only will space be saved by ensuring that all scanned images are stored as TIFF, but the online access to the stored document will also become faster because the document size is much smaller. Over the years, NTS has created many of these handy tools; anywhere from simply testing that all database documents have associated database pages with stored image pages to reversed image files that have page and document relation, along with the more popular NTS AX Export Toolbar for exporting larger groups of documents to other formats outside the ECM system. Should you have any special needs regarding utilities, contact NTS and let us create the solution for you. For more information, technical guide and case stories call NTS 707-258-8086 or visit us on the web @ www.go2nts.com. return to top |
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Contact: Phone: US 707-258-8086 Mail: PO Box 254807 Sacramento CA 95865-4807 Email: sales@go2nts.com TxtMsg: 4152351566@sprintpcs.com return to top |
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