Energy & Utility Management

Driving Data & Decisions

Category enterprise content management

Our Take: Gartner Peer Insights and Our Amazing Customers

At M-Files, our goal is to provide knowledge workers with the connected content and intelligent automation they need to empower a smarter way to work. However, we wouldn’t be who we are today without our amazing customers. Our customers are our guiding “why” — and as of today*, we are proud to share that because of them, we have achieved a 4.4 out of 5-star rating in the Content Services category on  Gartner Peer Insights[1], which documents customer experience through verified ratings and peer reviews from enterprise IT professionals.
The satisfaction of our customers has, and always will be, our number one priority. We’re humbled that as of August 1, 2021, 88% of Gartner Peer Insights respondents would recommend M-Files as a Content Services Platform, based on 78 reviews over the past twelve months. We believe achieving such a reputable Gartner Peer Insights rating showcases our on-going commitment to providing customers with new, innovative ways to manage, secure and collaborate around content.
The reviews speak for themselves, and we couldn’t be more humbled our customers think so highly of us:
  • “It is a mastermind software to have when it comes to managing data. I have used M-Files for a long time and I am completely satisfied with the breadth of functionalities it offers.” – Consultant, Services [read full review]
  • “One of the best document management system available in market. Easy to store and manage large files in this application. Collaboration made easy with this application.” – Senior Analyst, Services [read full review]
  • “M-Files is one of the best content management software which lets users to create, manage and store the data. The product is very easy to use and implement.” – Analyst, Services [read full review]
  • “M-Files is a document management software where users can firstly and quickly manage and organize electronic documents. The user interface is very good and the user can perform the multi-task at one time directly from the central dashboard.” – Software Engineer, Services [read full review]
We strive to provide a modern approach to information management that increases the productivity of knowledge workers, ensures a seamless digital experience, strengthens collaboration, enables business continuity, and reduces business risk. Over this past year, it has been our greatest pleasure helping organizations navigate, control, and manage overwhelming amounts of data brought on by digital transformation and the pandemic. We are humbled our customers see the value in our metadata-driven approach and look forward to helping our customers continue to see greater productivity and ROIs across their organizations. *August 1, 2021, based on 78 reviews [1]  Gartner Peer Insights reviews constitute the subjective opinions of individual end users based on their own experiences and do not represent the views of Gartner or its affiliates. Source: https://resources.m-files.com/blog/our-take-gartner-peer-insights-and-our-amazing-customers

The 3 Main Types of Content Services: Collaborative, Archival and Transactional

Over the past few years, content services have fallen into one of two different categories: transactional or collaborative. Transactional content, as the name suggests, directly relates to the case management content that businesses are working with on a daily basis. Collaborative content, on the other hand, has to do with all of those project-related documents that people are tracking to actively do their jobs.

In the past, both of these would have been handled by way of an enterprise content management system, otherwise known as an ECM for short. Unfortunately, this had led people to attempt to divide up their workflows based on which technologies help to solve their content problems. In reality, things would be much more productive if efforts were divided up based on the content type they were working with.

To that end, there are three main content types that any modern enterprise needs to be aware of: collaborative content, archival content and transactional content.

The Building Blocks of Collaborative Content

As stated, the first main type of content that most enterprises work with has to do with collaborative content. That is, the type of content that exists in the types of systems that people use to more efficiently work with one another on projects. Examples of these systems include but are not limited to ones like Slack, Teams and even “old school” email collaboration.

The purpose of these systems is clear: they’re supposed to optimize the way people work together.

The issue is that especially in the fast-paced modern era we’re currently living through, collaborative content is the type that is most likely to get “lost” over time. People are collaborating on so many different documents across so many systems that organizations don’t really have a sense of what they have – let alone where it happens to be.

Their collaborative content is growing faster than they realize and, coupled with a lack of efficient storage and effective categorization, means that most businesses are soon left with a large stockpile of content and no real way to make sense of it all.

Archival (Read: Old) Content

This segues directly into the next most common type of content: archival content. This refers to those documents or other materials that may not have a pressing short-term need, but that businesses still don’t want to just get rid of.

Usually, archival content is either that which has been retired from an ECM solution or that which has been gleaned from file shares, collaborative solutions, and other areas where people just get overloaded with content.

To successfully manage an archival system, people need to be able to identify and categorize content, all so that they can determine when it is best to permanently dispose of it. Automatic metadata classification tools are essential to that end, as they not only help sort high-quality data from its low-quality counterparts, but they can also help remove duplicate content and solve other challenges.

The Era of Transactional Content

Finally, we arrive at the idea of transactional content: that is, content services that are built to support all of these different content systems. Solutions like M-Files bring the best of CRM, ERP, and even custom case management systems together, all in a way that breaks down data silos and makes sure that businesses have complete visibility over their enterprise at all times.

The main benefit here is that employees can work within just a single system and have access to all of the critical data they need, regardless of where that data is housed. Not only do you still maintain the benefit of allowing people to better work together, but they can do so remotely from literally any device on Earth with an active Internet connection. Here, data is stored externally from the moment of its creation – meaning that anytime, anywhere access to key insights and other important documents is all but a forgone conclusion.

In the end, it’s important to understand your options when picking the right content services and solutions to meet the ever-changing needs of your business. When executed properly, most employees shouldn’t be interacting with content services directly. They shouldn’t have to use seven different systems just to get work done on a single file.

They should have access to a single point that gives them everything they need to interact with their content and conduct business, all while staying in sync with the rest of the enterprise as well. That’s why solutions like M-Files are so essential: they go a long way towards guaranteeing precisely that.

Source: https://resources.m-files.com/blog/the-three-main-types-of-content-services-collaborative-archival-and-transactional

5 Best Security Practices for Remote Teams During Coronavirus and Beyond

Social distancing measures taken by responsible employers have greatly increased the number of employees working remotely. Even in the midst of this crisis, some companies and their employees can enjoy the objective benefits of not having to waste time and money on long commutes. At the same time, plenty of businesses really didn’t have the structure in place to support a vast, full-time work-at-home workforce with the security of business processes they needed.

Remote Workforce Security Challenges During the Coronavirus Outbreak

Because employees or departments scrambled for ad-hoc solutions to remote working, they sometimes sacrificed robust security to get up and running as quickly as possible. Sadly, cybercriminals can also work from home or other remote locations, and many saw the rise in remote workers as an opportunity.

For example, one survey of security professionals found:

  •  A majority of security employees struggled to offer strong security solutions to remote employees.
  • At the same time, almost half of the respondents reported seeing an increase in phishing attempts.
  • Most of these corporate security pros had concerns about their ability to scale security, respond to abrupt environmental changes, and the difficultly of controlling employee use of unknown and untested software.

Five Best Security Practices for Remote Employees

With the increase in cyberthreats and the concerns of security professionals in mind, it’s a good idea to consider some best practices to help keep business systems free of threats and just as important, to ensure compliance with rules that govern privacy and security in different industries.

1. Two-Factor Authentication

With two-factor authentication, sometimes called 2FA, users have to finish their login with a code that gets sent to another device, typically a cell phone. It takes a few seconds longer to access the system, but it provides better protection against phishing attacks. One CTO found that this simple measure reduced security problems in his company by almost 40 percent.

2. Use Secure Connections

Obviously, most of these home workers will rely upon their home Wi-Fi connections. Without any other protections, your security will only be as good as whatever the employee’s home internet company, router, and password can provide. To boost security, you might have employees log in through a VPN or other method of encrypting communication between their home device and your corporate systems.

3. Endpoint Security and Monitoring

No matter how well you protect logins and communication, you still can’t always avoid the threat of malicious code entering your system. On your server end, you can employ software to block threats and monitor system usages.

Even though most threats may stem from accidental vulnerabilities, it’s impossible to ignore the rise of inside jobs as a source of risks. Not only will these systems provide a firewall against malicious software, they can also send automatic alerts for unusual data use and provide a clear audit trail just in case something does happen.

4. Develop and Create Clear Security Policies

Even before the coronavirus outbreak, companies grappled with security issues that stemmed from remote workers and the rising use of personal devices.

For example:

  • In some cases, you may allow personal devices, so long as employees adhere to other security policies. For instance, you may require installation of approved security software and only let employees login to your network through your corporate VPN.
  • In other cases, you may ask employees in sensitive areas to only use the laptops or other devices that you have issued to them and to only use them in approved ways. For example, you may restrict these company-issued devices to work and not allow employees to use them to watch videos or browse social sites.

In any case, it’s important to develop clear policies. In addition to communicating these rules, you should also ensure that employees understand why they’re important and that they can incur consequences for ignoring them.

5. Deploy Secure Information Systems

Deploying intelligent and robust document and data management systems may not take as much of an effort as you think it will. These systems come designed and built to offer robust security and rule-based access for both in-house and remote workers. They also provide audit trails and guarantee recoverability, so if something suspicious happens, it’s easy to trace the issue to its source and remediate it.

How M-Files Offers the Best Solution for Remote and In-House Employees

Companies that already employed a smart data management system like M-Files didn’t have to worry about an abrupt change from working in a corporate office to a home office.

For example:

  • Access to documents could already have been set by role, so the people who needed information would have an easy time accessing it, according to their security levels. To others, that same information would be invisible. The right people could view, change, add, or delete information, and others would not even see it exists.
  • With built-in encrypted access and simple rollbacks for recoveribility, M-Files also has already been certifed as an ISO-27001 Certified Provider. This standard meets the requirements for the most sensitive data and systems.

Besides security, the intelligent features of M-Files can help improve your business processes. To learn how M-Files can help protect your business, employees, and information, schedule a custom demo today.

Source: https://resources.m-files.com/blog/5-best-security-practices-for-remote-teams-during-coronavirus-and-beyond

Why ‘Set It and Forget It’ Information Governance Matters More Than You Realize

Anyone who has ever spent an appreciable about of time working with business information knows full well that the sheer volume of content within their deployment is growing by the day. But at the same time, the variety of content is also on the rise — which can easily lead to governance issues before you know it.

This was always an issue for organizations in the process of scaling, but it has become increasingly difficult in the wake of the still ongoing COVID-19 pandemic. With more employees working from home than ever, information management solutions have become more than just tools to store important files in the cloud. They are literally the foundation of your workforce right now, allowing people to better communicate and collaborate with one another during a time when they’re not going to be able to get back in the same shared space for the foreseeable future.

This, in essence, is why ‘Set It and Forget It’ governance is so important. Every minute that you spend trying to make sense of your infrastructure or trying to get third-party add-ons to work the way you want, is a minute that you’re not actually acting on the insight contained in your data and using it to propel your business forward. Thankfully, most IT leaders seem to understand the gravity of the situation.

The Power of ‘Set It and Forget It’ Governance: An Overview

M-Files intelligent information management solution helps achieve a ‘Set It and Forget It’ governance strategy. With workflow rules, organizations can maintain consistent records management policies. Documents in a governance workflow would be governed by a ruleset whereby any of the following would happen automatically:

  • Records would be disposed of or retained according to policy
  • Stakeholders would be notified to review batches of documents designated for a certain disposition

Files can automatically be added to this workflow, as well, through metadata. If, for instance, a file matches certain criteria — say, a type of contract — it would automatically be applied to a governance workflow.

Thanks to a lot of these features, information in all repositories across the organization are standardized with common ‘Set It and Forget It’ governance standards. Really, what this means is that there is now no longer a need to transfer important information like records or compliance documents to a totally separate repository. This approach to governance only ever worked with records that you didn’t need to use that often and created quite a significant challenge in terms of management for everything else. Active records obviously need to be available with their critical context intact — meaning in a way that allows you to retrieve all relevant documents and see all crucial tasks also quickly. Now, these types of records can be actively managed within the M-Files platform — which is really the most important advantage of all.

In the end, ‘Set It and Forget It’ governance is all about breaking down yet another data silo so that information can move freely across your organization for the first time. Rather than forcing your employees to use a number of different tools just to get work done — thus increasing the time it takes them to complete those important tasks to begin with — they should have access to absolutely everything they need, all under one roof.

But you also shouldn’t have to work very hard to get to this point — which is really what ‘Set It and Forget It’ governance is all about. It’s about making it easier to get the highest return from your IT spending and from your technological investment, not harder. You’ll still need to make sure that the business strategies that are driving your technology investments are carefully thought out, of course. You should never invest in a solution because you think you need to — it should be the right move to make given whatever you’re trying to accomplish at the moment.

Thankfully, “simple” has emerged as a recurring theme when it comes to businesses who are embracing cloud platforms and process standardization — and it absolutely could not have come at a better moment.

Source: https://resources.m-files.com/blog/why-set-it-and-forget-it-information-governance-matters-more-than-you-realize

All the Ways M-Files Supports HR in the New Era of Working Remotely

The ongoing COVID-19 pandemic has created a challenge for us all — but few know this better than the dedicated HR employees who now have to figure out how to effectively do their jobs while working remotely.

Thankfully, M-Files has proven itself to be more than invaluable to that end, offering a wide array of different benefits to human resources officials both during and after the pandemic has finally left us behind.

Offering Superior Remote Access

Obviously, everyone needs “anytime, anywhere” access to key information while working from home and M-Files make this easier than ever before. Everything is all in one place, making sure that the HR employees who need a document always have it, no matter what. Not only is everything inherently searchable based on what is INSIDE the document (not just what it’s called), but this is also a way to keep information safe and secure as well.

Automation, Automation, Automation

Everyone knows that collecting “wet signatures” when updating HR policies and procedures is time-consuming on the best of days… to say nothing of how problematic this has become during the new era when everyone is working remotely.

Thankfully, M-Files can make this process easier by allowing you to send out a copy of new policies to all staff members, have them acknowledge it via a web browser, then instantly file it away in the appropriate folder — all via automated workflows that don’t require HR employees to send out so much as a single email.

Support for a New Era of Leave Management

Thanks to the toll that the COVID-19 pandemic has taken on us all, many companies are (understandably) seeing an increase in leave requests. With M-Files, it’s now possible to create customized workflows that can be started by a manage to make sure that everyone who needs to be informed of such a request — like those in payroll, those dealing with benefits, and others) are an organic part of the process in a way that also makes it easy to track actions as they’re being taken.

Empowering Collaboration

Even though people aren’t physically in the same place at the same time any longer, the need for collaboration is still paramount. Still, sending documents via email can not only create a confusing process that is prone to errors, but it can also cause even the most straightforward tasks to take up far too much time as well.

With M-Files, on the other hand, employees can now effortlessly share information with one another from the devices they’re already comfortable using. Custom workflows can even be created to make sure that documents are always correctly routed from one person to the next as needed, thus empowering collaboration at a time when it is desperately needed.

Employee Lifecycle Paperwork

In the COVID-19 era, remote employee onboarding is a pressing need for many organizations. Thankfully, M-Files enables this by allowing employees to complete all of their onboarding forms at home through a simple and easy-to-use web-based interface.

Once finished, those forms can then automatically be routed to the right HR professionals who can then file them away as needed. This same process can be leveraged whenever an employee exits the business, too — automating notices for everyone involved in this level of exit paperwork.

Better Employee Management Documentation

Even though more people are working from home than ever, there are still certain needs that must be met. HR officials still need to manage and document employee performance, for example, along with all relevant certifications, licenses, and training materials.

Thankfully, M-Files enables this by making sure that all insight ends up exactly where it needs to be: in that employee’s file. This breaks down yet another potential data silo for information to get lost in, fueling better and more informed decisions moving forward.

It’s All About That Return on Investment

Finally, perhaps the most important way in which M-Files supports your human resources efforts in the new era of working remotely comes down to how it can help you recoup as much money as possible from your initial investment.

Keep in mind that moving from the paper-based world into the digital realm can not only bring with it significant cost savings in terms of square footage for your business but also with regards to time saved as well.

You’ll spend so much less time and money because you’re no longer wading through reams of paper — allowing you to funnel more of those funds back into the business in areas where they can do the most good. Plus, you’ll have more time in a day to focus on those matters that truly need you, which may very well be the most important benefit of all.

source: https://resources.m-files.com/blog/all-the-ways-m-files-supports-hr-in-the-new-era-of-working-remotely

The 4 Cornerstones of M-Files Intelligent Information Management in 2021

2020 was a year of unprecedented challenge for the whole world — when what we thought of as normal did not exist anymore. Everyone had to adjust to new ways of working and a business community that was suddenly closing its doors after a long period of increasing global movement. In M-Files, we face the same challenge of suddenly moving to home offices across the globe. For us, it was quite straightforward though, as M-Files is designed to enable remote work from anywhere. Now, let’s take a look at the upcoming new year 2021. The world will certainly not get back to what used to be normal. It is time for the new normal! 2021 for M-Files means continuing on the path we partly took already in 2020 — but with increased focus. The four major themes for us are:

1 | AI Continues to be an Integral Part of M-Files

AI is already a core element of M-Files, essentially making M-Files what it is. Going forward, AI will go even further in enriching search and navigation, driving employee productivity with intelligence that helps the user focus on the job at hand.

2 | Focus on the User Experience

In today’s world, end-users expect to have tools that are intuitive and easy to use. They use different types of apps in their personal lives and expect at least a somewhat corresponding experience in the products they use for business. M-Files is answering this demand with an increased focus on improving the end-user experience, be it the search experience, the usability of the product in general, or the intuitiveness of the workflows that support the business.

3 | Improved Self-Service Capabilities

True scalability calls for the ability to view and analyze the performance of the system. Therefore, one of the areas we want to focus on in the future is improving self-service capabilities. The next step is to offer customers the ability to manage their own M-Files subscription with M-Files Manage.

4 | Making Content Collaboration a Key Focus

With remote work a key part of the new reality for an increasing number of businesses and knowledge workers, content collaboration is an obvious focus area. You’ll see some new stunning innovations in our product related to remote work enablement later on in 2021.

What to Expect Next?

As we open 2021, there’s some good news just around the corner! The user experience is a theme we want to focus on, and there are two current, significant updates that will certainly have a positive impact on the user experience. A new, improved Web Client for M-Files became available in the December release and will be installed in customer environments as the year starts. Additionally, the December release introduced the new Smart Search, which will give faster, even more, accurate search results. If you wish to learn more about any of the new improvements, please contact us for more information. source: https://resources.m-files.com/blog/the-4-cornerstones-of-m-files-intelligent-information-management-in-2021

Your Digital Transformation Success or Failure Depends on these 6 IT Department Roles

Thanks to the onset of the global COVID-19 pandemic, more and more businesses find themselves in urgent need of a digital transformation to stay afloat. This includes both organizations who were previously interested in the idea but who didn’t think it would happen quite so quickly, along with those who never really gave it much thought at all. Regardless, your IT department will play a crucial role in determining whether your own transformation is the success you need it to be or the failure you fear it might become. More specifically, there are six core IT department roles that will be instrumental in guiding your organization’s digital transformation.

The Cloud

By far, one of the most important contributors to the success of your digital transformation comes down to the cloud specialists you choose to surround yourself with. Remember that these professionals are tasked with doing more than just managing the migration of information and services from one platform to another. They also need to be on hand to quickly troubleshoot any issues, to help team members navigate the cloud environment, and to help mitigate risk for your rapidly transforming organization. This is especially true during the COVID-19 era, where industries are constantly evolving in new and unexpected ways and businesses have to evolve just as quickly to stay ahead in increasingly uncertain times.

Systems Integrators

Another invaluable role during your digital transformation will be that of the system integrators. These IT professionals will need to customize the employee experience before, during, and after the digital transformation itself, carefully selecting the best combination of hardware, software, networking, and storage products to support your people and the important work they’re doing on a daily basis. In a best-case scenario, systems integrators will be able to create a highly specialized experience that not only meets your business’ needs as they exist today, but that also makes sure your technology is finally aligned with your long-term business goals — which is a big part of what your digital transformation is supposed to accomplish, to begin with.

Information Security

Any digital transformation always brings with it a certain degree of risk in terms of cybersecurity, which is why another one of the most important IT department roles that can mean the difference between success and failure will ultimately come down to your information security team. As more and more information and activity happen within a cloud-based, “anytime/anywhere” infrastructure, security must become and remain a top priority no matter what. Information security specialists can not only help come up with a cybersecurity strategy that makes the most sense given your environment, but they can also monitor for any suspicious activity to help stop small problems today before they have a chance to become potentially catastrophic ones tomorrow.

Data Analysis

Hidden inside the massive volumes of data that your business is creating on a daily basis is a treasure trove of insight that would have otherwise gone undiscovered. This is especially true during a digital transformation when you need access to current and high-value information to make the most informed decisions possible every day. Data analysts help enormously to that end by retrieving, gathering, and analyzing data — all of which allows you to take a more organic data-driven approach to what you’re doing. Not only can they spot important patterns and better understand how certain activities impact your business, but they can also make smarter recommendations on how to improve your operations to help you reach your long-term goals more efficiently than ever.

The User Experience (UX)

User experience designers also have a crucial role to play in your digital transformation by capitalizing on opportunities to improve not only the accessibility of your system but its usability and interaction potential as well. In a larger sense, they’re tasked with providing all of your users with the best possible experience that they can — all so that your employees can spend less time trying to figure out how to get their technology to work and instead focus on putting that technology to work for them. This is once again particularly important during COVID-19, given the fact that your online experience is essentially the only experience that you’re able to offer your employees for the foreseeable future. Therefore, user experience designers are critical to not only help make sure that your digital transformation goes off without a hitch but to do so in a way that also makes sure that your employees have access to everything they need to do their jobs every day.

Information Management

Finally, we arrive at information management specialists, otherwise known as the hardworking men and women who are tasked with making sure that data is flowing freely across your organization at all times. Especially when you’re talking about something as important as digital transformation, you cannot afford to deal with data silos at any point. If you’re not sure where information is or even what is important and what isn’t, it’s difficult to make sure that everything transitions from one system to another as securely and as smoothly as possible. Information management specialists can leverage solutions like M-Files to bring all of your data together, regardless of where it might be stored. An information management platform like M-Files will create a single data repository for all of your important files, regardless of whether they’re stored in the cloud, on personal drives, on network shares, or on something else entirely. In the end, any digital transformation will always be a time-consuming and somewhat stressful process, but that is especially true during the COVID-19 era when more people are working remotely than ever. But by making sure that these six core IT department roles are filled before, during, and after the transition, you’ll have put your business in an excellent position to enjoy all of the benefits of this process with a few of the potential downsides as possible. Source: https://resources.m-files.com/blog/your-digital-transformation-success-or-failure-depends-on-these-6-it-department-roles

6 Hot Take Information Management Trends in 2021

According to Nitro, workers spend an average of 50% of their time creating and preparing documents. Yet, document issues account for more than 21% of daily productivity loss. Businesses depend on information — documents, files, data, content… everything. It is the lifeblood of just about every organization. The past few years have seen a reckoning for companies in how they capture, store, structure, and disseminate information within the organization. The explosion of information across the enterprise has made it an IT issue that cannot be ignored. The reason is simple… unstructured data is generated at an alarming rate and it’s burrowed away in siloed applications — think email, chat logs, network drives, CRM. This combined with the huge rise of remote work in 2020 has put intelligent information management solutions like M-Files in the spotlight. The way these solutions combat the problem is revolutionary, featuring transformative capabilities like AI-enabled tagging and collation of content across otherwise disconnected repositories. To put it into proper perspective, let’s examine the obstacles to efficient information management and the six trends you can expect in 2021.

Pervasive (but Not New) Challenges in Information Management for 2021

Companies are consistently battling several information management challenges, elucidating the need to combat them with a frontline intelligent information management system. Top of the list of challenges are:
  • A flood of unstructured data — all information not contained in tidy databases, the information contained in documents, PowerPoints, email attachments, email messages, chat logs
  • Difficulty in organizing and classifying data, especially in a traditional hierarchy of file folders and subfolders
  • Content scattered across the entire information landscape in siloed systems and applications, like a wasteland of misfit documents
Hopefully, some of the trends mentioned below will help ameliorate some of these challenges. Over 60% of information workers needed to access at least four systems, according to CMSWire. Federated search describes a search technology that can scan several sources for information at the same time. By default, federated search capabilities are baked into the M-Files solution. M-Files doesn’t care where your documents are. Searches can be completed across all company information silos to return results, regardless of where the files live. That’s the power of focusing on content over location — decoupling the content from its repository.

AI-Enabled Information Management Functions

Artificial intelligence is ever-present in many technologies we use, and information management is another technology that has a prominent place now for AI. It’s especially useful in a few ways: AI can comb through large amounts of data, for personally identifiable information as an example, and AI can suggest metadata tags to help classify data. M-Files has spent extensive resources to stay on the bleeding edge of AI in information management. M-Files offers several intelligence services that will help you automate your office work.
  • M-Files Smart Classifier: Automatically suggests a Class for an object, such as “Template”, “Agreement”, or “Offer”
  • M-Files Information Extractor: Automatically scans through the content of a document to suggest relevant metadata
  • M-Files Image Analysis: Automatically examines the image to suggest captions, categories, tags, and facial analysis results as metadata suggestions

The Rise of Anywhere, Anytime Access to Information

The year 2020 will go down in the history books. The whole world was shaken by the COVID-19 pandemic and for businesses, this meant deploying a large remote workforce to ensure business continuity. It put into stark contrast those that were ready with digital transformation and those that were behind the curve. Knowledge workers needed remote access to company information and files. They needed the same experience from home as they would at the office. By far, the number one most vital part of any successful remote, flexible work strategy has to do with a true information platform at the center. At its core, an information management system is precisely what it sounds like — a solution designed to facilitate not only the storage of critical data but also the organization and retrieval of that same information. M-Files provides remote access to information from anywhere in the world and from any device. Now, employees can work from anywhere — the hotel, their home, an airport, a client location… anywhere.

Enhancing Collaboration

Much like remote work and remote access, flexible and diverse tools that enable hassle-free collaboration will be an indispensable part of a company’s tool stack. As traditional working models shift to a collaboration-centric model, intelligent information management tools like M-Files are needed to enable that shift. But we’ve moved past just enabling collaboration into an era of optimizing it. From sharing documents to tracking tasks to co-authoring, these technologies ease the burden of collaborating, even in a remote work environment.

Connecting Disparate Information Silos

Employees shouldn’t have to toggle between applications, programs, and tools to find the information they need. M-Files and the Intelligent Metadata Layer deliver a simple, unified user experience for modern information management. You can browse data in all connected systems and repositories, whether in the cloud or on-premises with the same user interface — something that other ECM solutions don’t offer.

Friendly and Attractive User-Interface

Now that information management solutions have reached a certain level of maturity, part of the focus has shifted to creating a sleek user experience. Users have become spoiled by Netflix, Amazon, Google, and others and they now expect dynamite user interfaces in business, just as they have in their personal lives. In 2021, M-Files has put the focus on the UI and the experience — highlighted first by M-Files’ new and improved web interface. It’s a trend that will pervade information management solutions of all types and sizes — lest they be bested by competitors that will put the proper resources into intelligent UI design. As you gear up to take advantage of these emerging trends, you might be interested in exploring the M-Files intelligent information management solution. M-Files goes beyond traditional ECM — automate manual workflows and allow employees to work more productively, and M-Files is equipped with out-of-the-box, built-in AI to help classify and find information. Ultimately, M-Files helps organizations find and manage business-critical documents and information from any device, no matter where it’s stored — preparing your organization for anything 2021 might throw at you. Source: https://resources.m-files.com/blog/6-hot-take-information-management-trends-in-2021

The Top 4 Powerful Benefits of a Document Management System

One of the most important things that business leaders need to realize is that outdated technology – especially a document management solution – isn’t just frustrating. It can literally be costing organizations money in more ways than one. In this article, we’ll discuss four benefits of a document management system.

The sheer volume of information that your average enterprise is creating on a daily basis is enormous — to the point where simply keeping track of it all can be an uphill battle. Without the right type of document management structure in place, your employees quickly become overwhelmed by your data, rather than using it to help move your business forward.

Luckily, the right document management system like M-Files can help relieve these issues in businesses in nearly every industry. In fact, a document management system will bring with it a number of distinct benefits and opportunities, all of which are worth a closer look.

The 4 Benefits of a Document Management System

Empowering Compliance Capabilities

Depending on the industry you’re operating in, it’s likely that your business has its fair share of compliance requirements to deal with. One of the major things that a lot of people don’t understand (until it’s far too late) is that if your technology isn’t compliant with regulations like ISO 9001 or ISO 13485, your business isn’t either.

Thankfully, this is one of the chief benefits that a document management system like M-Files brings to the table: they allow you to demonstrate regulatory compliance in an effective way, all while improving visibility into and control over your own information at the exact same time.

M-Files allows you to finally understand how data and business processes flow across your enterprise, allowing you to finally conduct a risk-based approach to quality processes. Plus, approval history and audit trails mean that documents are always highly traceable in a way that meets your security expectations, too.

Superior Document Security

Speaking of document security, a document management system excels to that end by offering a single repository to offer better protection to the critical information you’re creating on a daily basis. When your essential business information is stored across personal and enterprise cloud drives, local storage, network shares and in other spread-out locations, it’s difficult to simply know what is where let alone to protect it all.

By bringing everything together into a single source of information and knowledge, however, you make that information immediately less accessible to hackers and other malicious types of third parties.

Robust Search Facilities

Another issue with having your data so spread out ultimately involves how difficult it can be to find what you’re looking for. This is especially problematic given the sheer volume of documents that make their way through a business every day. If it takes your employees on average ten minutes to find the document that they’re looking for just so that they can START their work, that’s ten minutes that they weren’t doing anything meaningful to drive revenue for your organization. Multiply that opportunity cost by the total number of employees you have and the total number of documents they may need each day and you can begin to get an idea of just how severe this problem can be.

With a proper document management system, however, all of this goes away. It doesn’t matter WHERE something is stored at that point because so long as your employees know WHAT they’re looking for they’ll be able to find it. Likewise, with version control and similar features, you can always make sure that your people are retrieving the correct version of a document at all times.

Enhanced Collaboration Anytime, Anywhere

Finally, we arrive at the ways in which a document management system doesn’t just support internal collaboration but enhances it. The important work that your employees are doing for your clients isn’t created in a vacuum. Oftentimes successful projects are the result of the hard work of countless people, all working in tandem with one another to contribute something more effective than they could as individuals.

But when information is still trapped in data silos, it’s nearly impossible for this to happen because those documents aren’t getting into the hands of the people who need them. Without proper version control, collaboration becomes a disjointed and frustrating process. Three different people may need to review a document before it can be passed onto a client, but how can you be certain that they’re reviewing the same version of that document? If a change is made that eventually comes into question, how do you know who made it? How can you get all key stakeholders on the same page, let alone always moving in the same direction?

A high-quality document management system like M-Files eliminates these issues by providing a single source of information that all parties can access securely anywhere at any time. It doesn’t matter if your workforce will be operating out of home offices for the foreseeable future — they can all access the same versions of documents at the same time and contribute to the job that needs to be done.

This doesn’t just eliminate wasted resources — it promotes far better productivity and delivers more value to your customers as well.

If information is the foundation of your business, it’s safe to say that you need to make the effective management of that information one of your ongoing top priorities. That, in essence, is what a document management system is designed to do: it creates an opportunity to stop worrying about things like compliance, security, lost productivity and poor collaboration, all so that you can focus the maximum amount of your attention on running the most successful business that you can.

Source: https://resources.m-files.com/blog/the-top-4-powerful-benefits-of-a-document-management-system

The Future of User-Friendly ECM is Here with the Powerful 2021 M-Files Web Client

Does it take way too long for your organization to adopt an ECM system?

You are not alone. Many organizations face humongous implementation projects with the added complication of data migration before they can actually realize real benefits from their ECM investment.

Any software solution only brings value if end users embrace it and adapt it to their daily routines. And the users will be happy to adapt only when the solution is easy to learn and use.

Ease of adoption is the gift we continue to give our users. M-Files has received exceptional ratings for usability as it is; for example, Nucleus Research named M-Files a Leader both in Better Functionality and Greater Usability.

Now, we have taken the next step.

M-Files has recently introduced a new Web Client. A client that brings a consumer-like easy user experience to everyday ECM users.

(Actually, we call it Intelligent Information Management rather than ECM, because of all the unique capabilities that span content across different systems, archives, and applications, ending the nightmares of migration projects.)

When developing the new Web Client, the user experience took center stage — specifically, how it supports daily work. With better support for daily work, use and adoption are easier, quicker, and more intuitive — and can thus provide for more efficiency for the business.

So, what exactly is changing?

All-in-One View. First of all, intuitive user flows adapt to the user’s needs and behavior. The three panels with all the relevant functions give users a quick overview of all relevant information about their documents at once. This means less time browsing through different tabs. ​​​​​​​

Fast and Accurate Search. Second, the improved Search functionality with more search options and an intuitive search experience helps your workforce find what they need faster, more accurately, and even more easily than before.

The whole user experience on the web client is helping users to adopt it quickly in their daily information management operations — like creating, editing, and archiving documents, tagging documents with metadata, or sharing documents with colleagues.

And if this improved usability for your end-users is not enough, the new Web Client is easy for administrators as well…

The Web Client works across multiple platforms — all you need are user credentials. The Web Client is always up to date, without the need to install anything, making administrators’ work easier.

Does this sound too good to be true? It isn’t.

You can achieve both superior functionality AND superior usability, all in one package. It might never be the only user interface for your super users — that’s what the Desktop Client is for — but the new Web Client will certainly help the organization at large to adapt to new ways of working quickly and easily.

source: https://resources.m-files.com/blog/the-future-of-user-friendly-ecm-is-here-with-the-powerful-2021-m-files-web-client