Wednesday, February 9, 2011

Do You Discriminate?

by Randy Davis, VP Sales and Marketing Operations

Well, when it comes to electronic document storage management, you should. Discriminate, that is.

In the cloudy skies of storage management (hosted storage, in the now old vernacular. As a further aside, with a wink and nod to Yogi Berra, have you noted that concepts are getting old much younger now?). Anyway, in the cloudy skies of storage management you almost need a vendor traffic controller to work your way through the congestion. There are some excellent choices out there, depending on what one needs.

Ah, that's the crux of the matter. What does one need? A simple needs assessment may start with a need to store stuff: documents, photos, video, audio, databases, images, graphics and so on. There are plenty of solutions in the Cloud to do that.

But many of those solutions seemed aimed at individuals who need a place to collect stuff, and create some kind of organized, hierarchical schematic that will enable them to pigeon hole stuff with the hopes of finding it later via some search term. Even companies that claim to serve the business community seem designed to encourage the ad hoc storage approach.

The business use of document storage is much more stringent. (Let's see, you need to find the invoice that contains the payment amount for account 837394, paid between March 15 and June 30, 2006. Oh, and you need to see if any explanatory notes or correspondence or payments are attached to the invoice. Can you have all that to your boss in the next 60 seconds, please?)

So, a more thoughtful needs assessment should include a way to easily accommodate standard document data that can be indexed; the ability to associate, attach or link related documents and information together; and the ability to find just the information you need so that you can use it. By the way, one of the many benefits of such an approach is the ability to transfer document research responsibilities to others in a group, temporary employees, or new staff.

Why am I discussing this? Part of the reason is to remind you that we have provided the power of the structured document storage management approach to our enterprise customers for many years. Now we are in the process of providing the same capabilities to the Small to Medium-size Business market. In the next few weeks we'll be introducing you to our new flagship product, CloudDocs(TM).

To keep informed about our plans and upcoming launch, be sure to become a follower of this blog. Just use the Follow button in the right hand column.

Also, don't hesitate to add your experience, opinion or question by using the Comment space below.

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