CMS Weekly

Archive for the ‘Document Management System’ Category

LinearCube Debuts SaaS Document Management Based on Alfresco
Transcript From Episode CMSW2009-09-21

If you are not quite as adventurous, you might consider a SaaS solution – and with a 30 day trial and pricing starting at $99 a month, it could be a very cost effective solution.

LinearCube, a new offering built for the SMB market, has a pretty high quality core — it’s built on the Alfresco open source document management solution.

Associate multiple files with a single document type (i.e. an RFP Package). No file size limit.

Tag documents with one or more keywords to group related documents and improve document searching.

Enable full document version control with “check-in” and “check-out” functionality.

Microsoft Office Integration — check-in, check-out documents directly within Microsoft Office applications such as Word, Excel, PowerPoint, etc.

Rollback to older revision or purge certain revisions

Associate documents with other records managed in LinearCube along with e document-specific comments and discussions via linked discussion threads containing text, images, links, tables, etc.

As a service – there is no long term contract – so that might be attractive as well. LinearCube’s capabilities fall in line with many other hosted document management systems such as Xythos, KnowledgeTree, SharePoint Online, SpringCM and others.

This Week’s Episode

DAM Solution – Why?
Transcript From Episode CMSW2009-09-28

Some are struggling with the whole idea of adding a Digital Asset Management system to their organization.

Another darn acronym – DAM – Digital Asset Management. On anotherdamblog.wordpress.com he implores companies to invest in a DAM solution. First, why do you need one? Ask yourself these questions:

Can you find every file created last month or last year?

What if the person looking did not create nor archive any of the files they are looking for themselves?

How quickly can these files be accessed?

How many files do you have?

Where are these files kept?

Are they archived for future use?

How many files are redundant (not a backup copy nor a different version)?

How can you be sure without opening each file?

With a DAM, you can know the answer to all these questions.

Here are some other advantages:

Planning for a DAM will force an organization to audit their assets and their workflows.

A properly implemented DAM can make an organization streamlined and standardized. With a DAM done right, people can efficiently and effectively store, archive, search, find, use, reuse and repurpose assets as needed.

Anyone who should be able access files can securely find out what is available at anytime from anywhere with an internet connection.

How to get started?

Start with whatever procedures you do have when it comes to dealing with digital assets from start to finish. Who does what when and how is it done? Document this in writing. Consolidate the procedures. Streamline where possible and standardize it. What is missing?

Get feedback and fill in the gaps. You’ll see for yourself what you need. Then, communicate this to stakeholders with clear solutions.

If an organization doesn’t have standardized workflows, not only does that make it harder to train anyone new within the organization, but reveals that there is probably very little consistency and lots of waste.

This Week’s Episode