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Webinar Wednesday: Cloud technology: You're Doing It Wrong
Accellis Technology Group specializes in managed IT services, cybersecurity, and software consulting for small to mid-sized firms in the legal, financial, and non-profit sectors. The document emphasizes the advantages of cloud technology, including improved data access, mobility, and automation through tools like Office 365 and OneNote. It encourages firms to move towards a paperless future and highlights the benefits of using modern technology for efficiency and compliance.
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Webinar Wednesday: Cloud technology: You're Doing It Wrong
- 1. Cloud Technology: YouâreDoing It Wrong
- 2. About Accellis Technology Group SpecializedIT Services Company providing ⢠Managed IT Services ⢠Cybersecurity & Risk Management ⢠Software Consulting ⢠Application Development & Integration Target market: small to mid-sized firms (5-250 users) Target verticals: legal, financial and non-profits 22 Employees in Ohio office www.accellis.com
- 3.
- 4. Stop Printing ⢠Unnecessaryredundancy ⢠Get your firm compliant with security policies ⢠Paperless is the future www.accellis.com
- 5. Stop Emailing Copies â˘Your data is now in the cloud, share links or access. ⢠Benefits ⢠Greater control ⢠Maintain version history ⢠Coauthoring www.accellis.com
- 6.
- 7. Mobility ⢠As longas you data is in O365 you can access it ⢠Email ⢠Documents ⢠OneNote ⢠Forms ⢠And you can access from any device with an Internet connection www.accellis.com
- 8. Scanning ⢠Do youhave smartphone with a camera? ⢠Do you have Office 365? ⢠Is the OneDrive app on your phone? ⢠If you answered yes to all 3 you have a scanner that will OCR! www.accellis.com
- 9. OneNote: No MoreLegal Pads ⢠OneNote will let you take nots and automatically save them ⢠It works on mobile device ⢠It can save email ⢠It can save pictures ⢠You can draw on it ⢠Its backed up ⢠Its easier to read and share ⢠It can be converted to a document ⢠Why arenât you using it? www.accellis.com
- 10.
- 11. Automation ⢠Office 365has Flow and PowerApps that work with SharePoint Online to create automation. ⢠Think of simple repetitive tasks. Like saving attachments to a folder. These think can be automated or at least reduce the number of clicks. www.accellis.com
- 12. Thank You John HRoth II Jroth@accelis.com 216-662-3200 www.accellis.com
Editor's Notes
- #5Â Stop Printing. I see firms still printing documents and putting them on a desks or chairs for review. Then they scan that document, which was edited by hand, back into the system. Or worse, there are desks and floors with stacks of paper so tall the floor has a path only big enough for one person. I understand their may be some exceptions. But changes to security polices and requirements by clients, are practically mandating clean desk policies. By leveraging cloud technology you can share a file, access a file (from anywhere), edit the file, co-author, and version all without printing. Printing should be something you do to get a signature on a page. Although, signatures can be done electronically now. I will yield, I still think the completely paperless office is pipe dream or off into the future, but you can be paper-less.
- #6Â This builds on my previous slide. Please stop emailing documents. They should be shared from the cloud using OneDrive, SharePoint Online, Dropbox or some other firm approve utility. Email is insecure and not designed to manage documents. Each tie you email someone you create another copy of that document. But if you share the document, then you can collaborate or coauthor. Sharing a document, or a folder of documetns has other benefits that include greater access control, versioning, access to version history, coauthoring (on of my favorites) and activity (audit) logs.
- #8Â Using O365 or some other cloud document storage means you can access your documents from anywhere. Depending on the software, ALL of your documents can go with you and are searchable. If find email and mobility are one in the same. Everyone has email on their phones, but documents no so much. I still see people emailing themselves documents so they can âtake it with meâ. But what do you do if you forgot something? No worries with your documents in O365 you can get to all your documents from anywhere.
- #9Â Everyone I talk to has heard of OneNote, yet nobody uses it. In fact I see people taking notes in Word rather than OneNote. Let me tell you about OneNote. It saves your work automatically. It works on a mobile device. You can attach email, pictures and more. With the app you can take pictures and upload to OneNote. Once in OneNote you can draw, depending on your hardware. Your notes will be copied to the cloud and accessible from anywhere. I find typed notes easier to read and I type faster than I write. You can copy from OneNote and paste into Word or some other document. It can record audio and video. It can even do math. So why are you still using a legal pad. A while back, when I started using OneNote, I really wanted to test it. So for a 3 day conference I took all my notes in the OneNote App on my phone. My notes were better than hand written because they had accompanying pictures.
- #10Â Everyone I talk to has heard of OneNote, yet nobody uses it. In fact I see people taking notes in Word rather than OneNote. Let me tell you about OneNote. It saves your work automatically. It works on a mobile device. You can attach email, pictures and more. With the app you can take pictures and upload to OneNote. Once in OneNote you can draw, depending on your hardware. Your notes will be copied to the cloud and accessible from anywhere. I find typed notes easier to read and I type faster than I write. You can copy from OneNote and paste into Word or some other document. It can record audio and video. It can even do math. So why are you still using a legal pad. A while back, when I started using OneNote, I really wanted to test it. So for a 3 day conference I took all my notes in the OneNote App on my phone. My notes were better than hand written because they had accompanying pictures.
- #12Â It was not so long ago that the portable scanner arrived on the scene. It was a slick black bar with a power cord and a connection to your laptop. However this is already a dinosaur. With cell phones and cloud technology you have a scanner with you everywhere you go. For example if you have an O365 subscription and OneDrive installed on your phone, you have a scanner. The OneDrive app can scan documents, whiteboards and legal pads. During this process it will also OCR and save directly to your firms document library. As soon as that âpictureâ, forgot to mention that it converts to PDF too, is uploaded, everyone at the office has access. I will admin that taking a picture of each page for documents with mange pages can be time consuming, but itâs better than nothing. By the way, I use this with business cards. I snap a phot and later add that person to my contact. No need to keep the card. Hint, donât throw the card out while the person is still with you.