Cloud vs Desktop Document Management
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Presentation "Cloud vs Desktop: What it means for Document Management" at the Accounting Business Expo
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Cloud vs Desktop Document Management
- 1. ATSA16 Click to edit Master title style Cloud v’s Desktop What it means for Document Management with Jacquie Strudwick
- 2. ATSA16 20% 80% Server Storage Other Documents 80% How valuable are your documents?
- 3. ATSA16 How do you spend your IT $ ?
- 4. ATSA16 How scalable is it?
- 5. ATSA16 But how secure are your Documents?
- 6. ATSA16 What is 21st Century Document Security ? A totally robust, fully versioned unlimited file store “Top Secret” level encryption to keep documents safe from prying eyes Complete immunity from crypto-locker style Trojan attack Automatic permanent and timeless complete archive of all files, rendering backups an obsolete artefact from the past 24 x 7 physical and electronically monitored security
- 7. ATSA16 How do you achieve 21st century document security for your practice? How much do you really need to spend? But what would it cost?
- 8. ATSA16 By moving to modern Cloud technology you can introduce 21st century document security at an affordable cost Embrace New Technology
- 9. Cloud Document Management 21st century document security! Data centre security, reliability and scalability without the budget Convenience of secure access, anywhere, anytime NOT a server in the cloud. A scalable web SaaS built on eg Amazon Web Services (AWS) Client collaboration on single source documents
- 10. What to look for in a CDM Standard Templates as with Desktop, yet single version in the Cloud; whole team sees the same standards Integration to Desktop Tools, MS Office Desktop and MS Office 365 On-line editing of documents easy - alternative to desktop suites Conversion to pdf, manipulation of pdf and digital document signing incorporated not separate licenced applications
- 11. User Defined Document Meta Data
- 12. PDF manipulation Remove Reorder System & Custom Stamps
- 13. PDF Conversion and Digital Signatures
- 14. Document Delivery Integrated to secure portal for secure electronic document delivery Transparency – all team members can see the status of a chain of communication Collection of information from clients, scheduled, followed up automated Let technology take care of following up clients to return documents, centralised, transparent, consistent system firm wide
- 15. Staff / Team document workflow Draft document Final document Approved document Received by client
- 16. Full text keyword analysis and search
- 17. Staff / Team based folder security
- 18. Document Store + Auto Archiving Current Archive Fully versioned file system, with Automatic document versioning Unlimited storage Permanent Archive with managed Auto-archiving
- 19. Practice Management DB Integration
- 20. ATSA16 True Cloud technology fundamentally changes the way you think about file and document storage It becomes feasible to replace complicated grandfather/father/son backup regimes with a highly robust, secure, permanent online archive True Cloud application technology allows all traditional costs of owning or leasing equipment, maintaining it and backing it up, to be eliminated It allows you to eliminate expensive IT support services for host servers. It is the way of the future. A cost effective state-of-the-art Cloud DM delivers on the promise of cloud today To wrap this up…
- 21. ATSA16 Integrated Portal all in the Cloud delivers the “Common Document” - Single document, enables sharing, collaboration between team members, clients and third parties Cloud Document Management delivers on security – isolated from things like Crypto-locker Fully versioned document store To wrap this up…
- 22. ATSA16 Question Time Thank you for attending Or pop by our stand #360 Or get in touch 1800 NIMBUS jacquie@nimbusportals.com
Editor's Notes
- Brief introduction Welcome to ATSA everyone. I hope the next 2 days is full of information for you. 7th ATSA Rebranded – Nimbus Portal Solutions Introducing new Nimbus Website Announced CDM last ATSA - delighted with the take up This is also the focus of this presentation and I’ll hand you over to Jacquie to take you on the CDM journey
- IT Investment pie image with 80 % cut showing the cost of document storage Issues: We know that your document store is your largest IT investment It consumes the largest amount of server space How important are documents to a professional business? What would happen if you permanently lost access to all your Practices documents?
- Lets think about your IT infrastructure cost Image – server hardware in cabinet / air-conditioner - $ on it Image – cost of maintenance – extra disk drives, backup units, windows patches - $ on it Image – backup devices – stack of tapes / dvds - $ on it Image – service techs in white Cost of buy or lease hardware / air-conditioner Cost of installation Cost of maintenance (Windows patches, disk drives, etc) Cost of backup Employee IT company – cost of IT resource Many of these costs are fixed, however there is the constant possibility of additional variable costs that cannot be budgeted for example, failure of equipment, additional equipment for temporary staff. Other issues – what happens when you add a new employee? How scalable is your system?
- Images? Issues: Successful practices are growing practices but how scalable is your IT What happens when 2 new staff members start? What is the cost impact? (licences, hardware, capacity) Does your current system have the capacity or do you just add new employees and slow everyone down How long does it take to on-board a new employee to your current system
- Issues: Document security – Susceptibility to hardware failure Susceptibility to backup failure Version control – what happens if someone over-writes a document? Susceptibility to unauthorised access (hacker intrusion) Are they stored encrypted Fire, theft or flood Crypto locker
- What is 21st century document security? How about…. A totally robust, fully versioned unlimited file store With “Top Secret” level encryption to keep documents safe from prying eyes Along with complete immunity from crypto-locker style Trojan attack As well as an automatic permanent and timeless complete archive of all files, rendering backups an obsolete artefact from the past 24 x 7 physical and electronically monitored security
- Issues: How do you achieve 21st century document security for your practice? How much do you really need to spend?
- By moving to modern Cloud technology you can introduce 21st century document security at an affordable cost The infrastructure spend disappears and you gain scalability and the benefits of specialist data centre services like Amazon Web Services (AWS)
- 21st century document security Data centre security, reliability and scalability without the budget Convenience of secure access, anywhere, anytime Client Collaboration on single source documents Free online editing on any device Nimbus is NOT a server in the cloud. It is a scalable web SaaS built on Amazon Web Services (AWS) Let us show you what we mean… A
- Picture of Document Properties with sensible meta data and then a view of the Documents grid using these fields – filtered If your document management system doesn't’t let you easily define and manipulate meta data Department / Job ID / Matter – Audit / Tax / SMSF ****** Custom Fields *********** Graphic of adding an attribute to a page and then being able to easily find….. Allows you to embed your own custom information about a document and then use this to find your own data tags This means that you can easily retrieve information based on meta data informaiton
- NEW FUNCTIONALITY Re-ordering of pages and appending PDF documents, and you can delete pages Append documents Reorder pages Apply stamps For example: Date stamp Your own custom stamps Personal stamps Business wide stamps Save – saves the document and closes it Apply – saves and takes you back to view mode where you can sign the document Once signed; document is no longer editable, except for further signatures
- Make a video and have a link from the slide Setup a workflow so that we start with the email asking for approval. Open Client folder, select template, save to PDF, Sign, PIN and click to publish to Client Include a magnifying glass to show that the page on the right is what we are looking at
- Staff / Team document workflow facilities with email notifications Picture – Setup workflow for staff member – with screen of teams also Picture 2 – document properties and setting document status Picture 3 – file conversation bubble with updated workflow status – and email that is generated ************ think about picture of workflow through the office ******************* desk, document draft, final, and approved document, approval, processes – using icons and arrows ******************* Workflow happens automatically simply by setting the document workflow status Comparison to normal email, email comes in, it is actioned then forwarded etc
- Full text keyword analysis and search function All text searchable documents are indexed as they are uploaded / saved Picture – searching across full document store – for a document with a phrase and then show the result set achieved Ease of use in locating documents – eg: search icon in a whole drawer full of papers,
- Staff / Team based folder access security Picture 1 – show internal folder that cannot be published Picture 2 – show Audit team that can only see certain clients Picture 3 – show a Private folder for a Partner Staff heads and folders – use new icons who can see what
- Flashing lights on this slide Fully versioned file-system with automatic document versioning Unlimited storage, permanent Archive with managed auto-Archiving Picture 1 – tree/grid view and drop down the versions of docs Picture 2 – Archive list with filter – i.e., searching for something and then Restore 2 pictures of 2 databases and one on left is green – current, one the right is blue archive - big arrow going from current to archive that says AUTO Current fully versioned - client collaboration, - fully version, -single click publishing, archiving Archiving database – set of bullets: Permanent online file store Fully searchable One click restore
- Flexible user interface, custom Views & various display modes (thumbnails) – 3 way screen view of the different modes DECK SLIDE ONLY
- Single document, enables sharing, collaboration between team members, clients and third parties Permanent document store, new version each time a document is saved
- Single document, enables sharing, collaboration between team members, clients and third parties