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When it comes to managing employee documents, there are a few things that HR departments need to keep in mind. After all, these documents often contain sensitive information that needs to be protected. Here are 13 tips for secure document management for HR departments.
Make sure that your employees are aware of the importance of keeping employee files secure. They should know how to properly handle physical files, as well as how to access and share electronic files securely. You might also want to consider conducting regular security training to keep your employees up to date on best practices.
Your employees constitute your biggest cybersecurity threat and, as such, you need to ensure that they are fully aware of the importance of security and have the tools and training necessary to protect your company’s data. This is especially important when it comes to HR data, as you are responsible for safeguarding all of your employees’ most sensitive personal information.
Your HR department should have a designated, central place where all employee files are stored. This could be an electronic system, a physical filing cabinet, or both. Storing files in one place will help to keep them organized and secure. You should also make sure that access to this central repository is tightly controlled. Having strong permissions in place to make sure that only authorized personnel can access sensitive employee information will help to keep your data secure.
If your HR department uses both physical and electronic file storage, it’s important to keep the two types of files separate. This will help to reduce the risk of unauthorized access to sensitive information. It will also make it easier to track who has accessed which files, and when.
When sharing employee files electronically, be sure to use a secure file sharing tool. There are a number of options available, and your HR department should choose one that offers robust security features. This could include encryption, password protection, and the ability to track who has accessed the files.
Any file-sharing that is done should be done over a secure network connection. In the age of remote work, where HR employees are working from home, this means using a Virtual Private Network (VPN). A VPN will help to keep your data safe as it travels between devices and networks.
Whenever possible, use strong passwords to protect employee files. A strong password should be at least eight characters long and include a mix of upper and lower case letters, numbers, and symbols. Avoid using easily guessed words or phrases, such as “password” or “123456.”
You might also want to consider using a password randomizer to create strong, unique passwords for each of your files.
If you’re storing sensitive employee data electronically, be sure to encrypt it. This will help to protect the data if the file is ever compromised. There are a number of different encryption algorithms that you can use, so be sure to choose one that is appropriate for the level of security you need.
In addition to encryption, you should also consider using access control measures to protect employee files. This could include setting up user accounts with different levels of permissions so that only authorized personnel can access certain files. You might also want to consider using biometric authentication, such as fingerprint scanners, to restrict access to physical files.
Be sure to create regular backups of all employee files, both physical and electronic. This will help to ensure that you can recover the data if it is ever lost or corrupted. Store the backups in a secure location, such as an offsite storage facility or a cloud-based backup service.
Having a disaster response plan in place is also an important part of secure document management. This plan should detail how you will recover employee files in the event of a fire, flood, or other disasters.
Make sure that all software and hardware used to store employee files is kept up to date. This includes ensuring that you have the latest security patches installed. Having outdated systems is one of the leading causes of data breaches, so it’s important to stay up-to-date.
You should also consider using security tools, such as intrusion detection and prevention systems, to help protect your systems from attacks.
When employee files are no longer needed, be sure to destroy them properly. This includes shredding physical files and permanently deleting electronic files. Simply deleting files from your computer is not enough – you need to use a data destruction tool that will overwrite the data so that it cannot be recovered.
Keep track of who has accessed employee files and when. This information can be useful in the event that a file is compromised, as it can help you to identify who may be responsible. In some cases, it may also be required by law.
Your HR department’s security needs may change over time, so it’s important to review your security measures on a regular basis. This will help to ensure that they are still effective and appropriate for your current needs. You might consider bringing in an outside consultant or even enlisting the help of your IT department to ensure that you are keeping up-to-date with the latest security threats.
When choosing a vendor to help you with employee file management, be sure to work with a reputable provider. They should offer robust security features and be able to meet your specific needs. It’s also important to make sure that they have a good reputation for customer service in case you need any assistance.
These are just a few tips to help you get started with secure employee file management. By following these tips, you can help to keep your employees’ data safe and secure.
*** This is a Security Bloggers Network syndicated blog from Blog Feed authored by Blog Feed. Read the original post at: https://www.globalsign.com/en/blog/document-management-hr-departments
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Federal technology leaders offer insights and thought leadership on a sharp rise in cyberattacks, the shift to hybrid work and much more.

Phil Goldstein is a former web editor of the CDW family of tech magazines and a veteran technology journalist. He lives in Washington, D.C., with his wife and their animals: a dog named Brenna, and two cats, Grady and Princess.
For federal agencies, the clock is ticking. By Dec. 31, 2022, agencies need to transition their business processes and record keeping to a fully electronic environment. After that date, the National Archives and Records Administration will no longer accept paper records.
The direction, in an Office of Management and Budget memo, is that agencies ensure all federal records are created, retained and managed in electronic formats with appropriate metadata, NARA’s Laurence Brewer, the chief records officer for the U.S. government, tells FedTech.
That makes the adoption of electronic document management systems all the more important. In June, NARA released its Digital Preservation Framework, which spells out 16 electronic record categories and how agencies can best protect them.
Each agency is required to have a records management staff to ensure their records are properly managed, Brewer says. “This staff must be involved in agency procurement activities to ensure that systems acquired for agency mission-related work meet the agency requirements for records management,” he says. “This includes email systems, which, through efforts like NARA’s Capstone initiative, have made considerable progress over the last five years.”
Electronic document management systems can help agencies meet these requirements. As North Dakota’s state government notes, such systems are a “collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.”
“Over the past decade, NARA has continually been encouraging and in some cases requiring agencies to move towards fully electronic record keeping,” Brewer says. “The traditional records management model of thinking about records only as paper documents is part of the last century. The government creates nearly all of its records in electronic formats; therefore, it makes sense to capture and eventually make available the permanent records coming to NARA as electronic records.”
The OMB memo is a continuation of guidance NARA has been giving agencies for the past decade. “Agencies also must develop plans, consistent with regulations and records management policies, to transfer their analog records to NARA by Dec. 31, 2022, so we can proceed with complete focus on realizing fully electronic government,” Brewer notes.
The Office of the Chief Records Officer publishes an annual “Federal Agency Records Management” report. The report includes agency-reported data on their compliance with records management requirements and their progress toward meeting milestones for electronic record keeping.
The report covering 2019 data shows that agencies are making clear progress on electronic document management.
The report shows, according to Brewer, that 97 percent of agencies believe they will meet the Dec. 31, 2022, deadline to manage permanent records in electronic format with appropriate metadata. The report shows that 93 percent of agencies indicate they will be able to manage temporary records in electronic format.
Many agencies indicated that their records are already created and maintained electronically, according to Brewer.
“Email management is more mature than electronic records management for all records,” Brewer says. “Under 70 percent of agencies met the goal to manage permanent electronic records in electronic format by Dec. 31, 2019.”
MORE FROM FEDTECH: Discover how agencies are embracing document digitization with gusto.
Document management is how agencies and other organizations store, manage and track electronic documents. Document management allows agencies to “capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content,” IBM’s website notes.
Document management involves the “use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner, ” according to the Association for Intelligent Information Management.
An electronic document management system lets agencies store, access, index, search, retrieve, archive and delete documents. An EDMS is designed to let agencies convert physical documents into electronic forms that can be stored and accessed quickly.
NARA’s Federal Electronic Records Modernization Initiative (FERMI) has developed Universal Electronic Records Management requirements that identify high-level business needs for managing electronic records, Brewer says, which are baseline ERM program requirements derived from existing statutes, standards, NARA regulations, policy and guidance.
Another aspect of FERMI has been NARA’s work with the General Services Administration to make it easier for agencies to acquire the services and solutions needed to manage electronic records.
NARA worked with the GSA to create an Electronic Records Management Solutions category as part of the GSA consolidated schedule. Vendors in that category have all self-certified that they are able to meet NARA’s Universal ERM requirements.
READ MORE: See how agencies are moving toward digital records.
A document management system (DMS) is software that controls and organizes documents throughout the agency, and, as AIIM notes, it “incorporates document and content capture, workflow, document repositories … output systems, and information retrieval systems. Also, the processes used to track, store and control documents.”
As IBM notes, most DMSes today include the following components:
Document control software incorporates the functions of electronic document management systems but specifically helps organizations “manage information, automate records management policies to help monitor who has access to which documents, and remain compliant with standards” such as HIPAA, according to Business News Daily.
As Capterra notes, document control software helps organizations “manage their documents in a way that is compliant with government and industry regulations.”
There are numerous electronic document management system vendors available for agencies to work with. The GSA lists 67 vendors in its Electronic Records Management Solution category. Among them are IBM, which provides document management tools through its FileNet and Content Collector software.
Canon also offers document management capabilities through its Therefore software.
There are several other leading EDMS vendors, including GoCanvas.
“All federal agencies are required to implement records management systems and practices that ensure NARA requirements are implemented in work processes,” Brewer says. “Agencies have the flexibility to develop or procure compliant solutions that ensure all agency records are managed in accordance with NARA-approved records schedules and policies.”
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Edison, NJ — (SBWIRE) — 09/07/2022 — The Latest Released Insurance Claims Management Software market study has evaluated the future growth potential of Insurance Claims Management Software market and provides information and useful stats on market structure and size. The report is intended to provide market intelligence and strategic insights to help decision makers take sound investment decisions and identify potential gaps and growth opportunities. Additionally, the report also identifies and analyses changing dynamics, emerging trends along with essential drivers, challenges, opportunities and restraints in Insurance Claims Management Software market. The study includes market share analysis and profiles of players such as Snapsheet (BodyShopBids, Inc.) (United States), Applied Systems (United States), Oracle Corporation (United States), Alfresco Software, Inc (United States), Majesco (United States), Xactimate (United States), Ventic Technology (United States), Comindware Inc. (United States), Pegasystems Inc. (United States).
Download Sample Report PDF (Including Full TOC, Table & Figures) @ https://www.advancemarketanalytics.com/sample-report/91442-global-insurance-claims-management-software-market#utm_source=SBWireLal
Definition:
Insurance claims management software automates the management of claims to reduce the risk of fraudulent claims. The software provides the access to relevant data to claim the required data. It also provides information for the evaluation of claims from the centralized systems of record. The software helps the agents to manage the insurance claims process and provides automation in workflows considering the compliances.
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North America (United States, Mexico & Canada)
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Europe (Turkey, Spain, Turkey, Netherlands Denmark, Belgium, Switzerland, Germany, Russia UK, Italy, France, etc.)
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Objectives of the Report
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Major highlights from Table of Contents:
Insurance Claims Management Software Market Study Coverage:
It includes major manufacturers, emerging player’s growth story, and major business segments of Insurance Claims Management Software market, years considered, and research objectives. Additionally, segmentation on the basis of the type of product, application, and technology.
Insurance Claims Management Software Market Executive Summary: It gives a summary of overall studies, growth rate, available market, competitive landscape, market drivers, trends, and issues, and macroscopic indicators.
Insurance Claims Management Software Market Production by Region Insurance Claims Management Software Market Profile of Manufacturers-players are studied on the basis of SWOT, their products, production, value, financials, and other vital factors.
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Insurance Claims Management Software Overview, Definition and Classification Market drivers and barriers
Insurance Claims Management Software Market Competition by Manufacturers
Impact Analysis of COVID-19 on Insurance Claims Management Software Market
Insurance Claims Management Software Capacity, Production, Revenue (Value) by Region (2021-2027)
Insurance Claims Management Software Supply (Production), Consumption, Export, Import by Region (2021-2027)
Insurance Claims Management Software Production, Revenue (Value), Price Trend by Type
Insurance Claims Management Software Market Analysis by Application {Large Enterprises, Small-medium Enterprises}
Insurance Claims Management Software Manufacturers Profiles/Analysis Insurance Claims Management Software Manufacturing Cost Analysis, Industrial/Supply Chain Analysis, Sourcing Strategy and Downstream Buyers, Marketing
Strategy by Key Manufacturers/Players, Connected Distributors/Traders Standardization, Regulatory and collaborative initiatives, Industry road map and value chain Market Effect Factors Analysis.
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Key questions answered
How feasible is Insurance Claims Management Software market for long-term investment?
What are influencing factors driving the demand for Insurance Claims Management Software near future?
What is the impact analysis of various factors in the Global Insurance Claims Management Software market growth?
What are the recent trends in the regional market and how successful they are?
Thanks for reading this article; you can also get individual chapter wise section or region wise report version like North America, Middle East, Africa, Europe or LATAM, Southeast Asia.
For more information on this press release visit: http://www.sbwire.com/press-releases/insurance-claims-management-software-market-growing-popularity-and-emerging-trends-applied-systems-ventic-technology-comindware-1363051.htm
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Federal technology leaders offer insights and thought leadership on a sharp rise in cyberattacks, the shift to hybrid work and much more.

Phil Goldstein is a former web editor of the CDW family of tech magazines and a veteran technology journalist. He lives in Washington, D.C., with his wife and their animals: a dog named Brenna, and two cats, Grady and Princess.
The federal government may store and maintain hundreds of years’ worth of paper documents, but over the next few years, everything is going digital. 
After Dec. 31, 2022, the National Archives and Records Administration will accept only electronic records from agencies. By the end of this year, agencies are expected to manage all permanent records electronically to the fullest extent possible in preparation for the 2022 deadline.
In June, the Office of Management and Budget issued a memo to agencies on the transition, noting that agencies must ensure that “records are created, retained, and managed in electronic formats, with appropriate metadata.”
Agencies with permanent records collections “need to think about either getting those records into federal records centers ahead of the deadline, or finding some way to do large-scale digitization of that content,” David Miller, director of records management services for NARA’s Federal Records Centers Program, tells FedTech. 
Part of agencies’ efforts to digitize paper records and store them in a manageable format will involve greater use of electronic document management systems.
Simply put, document management is how agencies and other organizations store, manage and track electronic documents.
Document management allows agencies to “capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content,” IBM’s website notes.
Document management involves the “use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner, ” according to the Association for Information and Image Management.
A document management system (DMS) is software that controls and organizes documents throughout the agency, and, as AIIM notes, it “incorporates document and content capture, workflow, document repositories … output systems, and information retrieval systems. Also, the processes used to track, store and control documents.”
As IBM notes, most DMS systems today include the following components:
MORE FROM FEDTECH: Discover how agencies are embracing document digitization with gusto.
Agencies can benefit from DMS in numerous ways. Many agencies, especially large, federated ones, have documents spread across large geographic distances, in multiple locations and in different repositories, such as public or private networks, shared drives, hard drives, filing cabinets and email systems. 
“Multiple repositories and information silos present challenges. Organizations face higher risk of damaged or lost files, errors and redundancies,” IBM notes. “Paper storage may require significant physical space.” Additionally, without document management, the location of important documents may become lost if personnel leave an agency.
DMS helps agencies keep documents organized and easily searchable. “By instituting consistent, enterprise-wide use of metadata … and content classification and categorization (taxonomy), the effectiveness of searches (index and text) can be enhanced significantly and make possible searches across multiple collections of materials that are distributed across several repositories,” NARA says in guidance on evaluating commercial off-the-shelf electronic records management (ERM) applications. 
“Agencies should ensure that data taxonomy, metadata standards, and a partition in content in relevant collections are developed and implemented for their ERM projects,” the document adds.
Additionally, DMS systems “can integrate disparate documents for greater control, access and process efficiency,” IBM says, and they offer “significant advantages in terms of information retrieval, security, governance and lower cost of operations.”
Document management systems save time and money for agencies and help them keep track of sensitive documents and who has accessed them. This is especially critical for agencies that handle sensitive or classified information.
MORE FROM FEDTECH: See how agencies are moving toward digital records. 
NARA’s guidance for adopting commercial ERM applications is based on the experience of the Environmental Protection Agency, but NARA notes that the principles set forth could be used by other agencies to evaluate similar commercial off-the-shelf products.
The process for adopting document management systems and other similar technologies is influenced by many variables, NARA notes, such as:
The main steps to take when evaluating commercial DMS or ERM software include determining the agency’s requirements, weighing criteria and creating a scoring guide, evaluating and scoring vendor products, and determining the product recommendation and creating a final presentation to the agency’s governing body for making IT decisions.
There are numerous options for agencies, including IBM’s FileNet suite, which the company says offers “lifecycle management, transactional content processing, document management, content consolidation, content based application development, and compliance and governance.”
Agencies can also turn to specialty options from smaller firms, including eFileCabinet, M-Files, Alfresco and more.
“Aligning ERM performance outcomes with your agency’s vision, mission, strategies, and goals, and quantifying benefits derived from ERM to measure success, will provide additional material for the ERM team’s communication with management and the rest of the agency as part of celebrating successes, discussion of existing challenges, and plans to overcome them with further improvements,” NARA advises. “This will reinforce the notion that the ERM project is not finite, but will continue to evolve as the needs of the agency change and functionality is added to the technology solution.”
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30 Federal IT Influencers Worth a Follow in 2022
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Virtualization, Consolidation Help Agencies Cut Back on Physical Data Centers
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Changes in customer behavior have caused a new focus for the structure of commercial databases. The flexibility of data storage is essential in fulfilling the demands of customer needs and predicting future business. MongoDB and MySQL are both valuable database solutions that align to this shift in commercial objectives in database management systems. The difference between the two applications is that MongoDB is an object-based system, while MySQL is a table-based system.
For its part, MongoDB is a database that features bulk data storage through a NoSQL
structure in a document format. The main feature of this software is the option to modify documents and their variables. MySQL, meanwhile, functions through a query system where data can be searched and its point of relation identified.
When deciding between MongoDB vs. MySQL, having knowledge of the language structure is important. MongoDB simplifies the data query process, but MySQL has a proven record of Structured Query Language (SQL) for defining and manipulating data. In order to understand which software is better, this database programming and administration tutorial will analyze the features of these applications to identify which one is better.
If you opt to choose MySQL as your database of choice, you should check out our article: Best Online Courses to Learn MySQL, which has a great list of database administration classes that will help you get started.
MongoDB is a database management system that uses NoSQL queries, while providing flexibility and scalability functions. MongoDB is a non-relational database system that uses the JavaScript language to search data and modify documents into smaller sizes. Commercial companies rely on MongoDB because it is compatible with multiple storage engines.
The database management software retains a dynamic structure that favors the organization of information, making data modification faster than other database options. This process also makes data management more efficient and faster, especially when large documents need to be encoded into smaller sizes. MongoDB uses JSON and BSON languages to make data management more flexible and lighter to process when compared to MySQL.
MongoDB faces competition from 20 NoSQL database vendors. It leads the market share of other NoSQL databases with a 48.05% lead. The major competitors of MongoDB include NoSQL, with 24.41%, Amazon DynamoDB at 9.74%, and Apache Cassandra with 5.56%. The United States has the highest number of customers of MongoDB with 33.41%, followed by India with 9.95% of customers, and the United Kingdom with 5.84% of users.
MongoDB is typically used for designing specialized data sets through document compression and is able to adapt to data variations. Geospatial data format does not require technical monitoring when structures show variation, because MongoDB has resilient data structures. MongoDB also functions in multi-cloud application environments. The database system can execute cloud services based on personal configuration to support both current and future software needs. Healthcare, gaming, retail, telecommunications, and finance industries – to name but a few – rely on MongoDB for software development for database-driven applications, data management, data analytics, and solutions to server issues.
Below are some of the key benefits of MongoDB:
Below are some of what we consider to be MongoDB’s cons and negatives:
You can learn more about MongoDB’s latest features and updates by reading our cousin sites coverage of MongoDB’s Conference.
MySQL is a relational database system that serves client-server systems in storing data. It is a reliable system that supports the classification of data in rows and tables. MySQL operates through the master-slave approach, where replication and backup of data is possible, making it very reliable. Atomic Data Definition Language is also possible with MySQL, which provides storage engine operations and updates for the data dictionary to simplify transactions.
MySQL ranks second in the world in the database market. The relational database management system has 44.04% of the market share based on its support for web development and applications like phpBB and WordPress. MySQL is easy to customize and is open-source software.
Small, mid-sized, and large enterprises can use MySQL for data storage management because of its built-in functions. The software has a 31.39% market share in the USA and has a proven record of being scalable to major business functions, like marketing. Twitter and Facebook are popular social media websites that were developed, in part, through MySQL. Oracle is the major competitor to MySQL in the database management market.
Below are some of the benefits of using MySQL:
Some of the cons of MySQL include:
Read: Top Common MySQL Queries
Below, we compare the differences between MySQL and MongoDB database solutions.
MongoDB is more user-friendly than MySQL. MongoDB has a predefined structure that supports the entry of different information to the database without having similar fields. However, MySQL demands the configuration of columns and tables. Also, the structure of the database cannot be changed depending on the number of columns.
In terms of structured and unstructured data, MongoDB is better than MySQL; this is because MongoDB functions as an object database system, while MySQL functions as a relational database system. The support for a database system with rapid web development is possible with MongoDB and not MySQL.
MySQL uses the Structured Query Language – or SQL – while MongoDB functions through JavaScript as a query language. Some consider MongoDB is to be better than MySQL because the design of data structures is limitless.
MongoDB supports cloud-based services that are essential to online transactions and data storage management. MySQL does not support cloud-based services because its priority is data security. MongoDB is better than MySQL because of this feature gets a slight edge here if you are a cloud developer.
Software support is consistent with MongoDB because the company publishes bug reports and security updates as a part of the ongoing development of the software. Oracle develops updates and fixing problems relating to MySQL. However, the updates are not frequent on MySQL, which makes MongoDB the winner here.
MongoDB integrates with multiple storage engines with a dynamic structure design that favors simpler configuration for data management. The software uses JSON language and MongoDB query language to change the structure of JSON and BSON documents. In contrast, MySQL uses the Structured Query Language to organize and manage databases. MySQL supports C, C++, and JavaScript languages. MongoDB is more flexible than MySQL in integrating databases because it can embed additional data in existing file stacks. From an integration perspective, these two are evenly matched.
MySQL makes it simpler easier to execute structured commands because it uses Structured Query Language. This condition means creating commands for data queryries is easier because of Data Definition Language and Data Manipulation Language. With MySQL, you can link several documents and data with minimal commands. In contrast, MongoDB requires several commands to execute data configurations because it uses a non-structure system. MySQL is better for collaboration because combining different files is easier in MySQL than it is in MongoDB.
MySQL is better than MongoDB in pricing for small businesses and individuals because it is open-source software. This standard means that any web developer or business can use the software for database system management. The Enterprise Edition of MySQL costs $5000 annually for web developers and end -users.
MongoDB requires a licensing fee for its Enterprise Edition that includes additional security protocols, data monitoring, authentication, administration, and a memory storage engine. This package costs $57 per month. The open-source version of MongoDB is less advanced in functionality compared to the paid option. For this reason, MongoDB is better than MySQL..
MongoDB is better than MySQL because it takes a shorter time into query data, which is that is important for managing databases relating to customer behavior. Although when handling structured data, MySQL is better than MongoDB,; when there is a query against unstructured data, MongoDB is preferential. In the database management market, speed and performance are significant to many businesses. MongoDB can deliver speed and performance given its fast queries of data, as well as the ability to handle both structured and unstructured data.
Real-time analytics is a benefit that comes with MongoDB and gaining quick query results is possible through object database systems like MongoDB. With MySQL, the data queries take longer, so configuration can delay after updates. However, in terms of security protocols to protect private information, MySQL is better than MongoDB because it uses a relational database system.
At the end of the day, there are many factors that might make you choose one database over another. Weigh the benefits and drawbacks of each against the needs of your particular project.
Looking for more database comparisons? Check out our article on PostgreSQL vs MySQL.
DatabaseJournal.com publishes relevant, up-to-date and pragmatic articles on the use of database hardware and management tools and serves as a forum for professional knowledge about proprietary, open source and cloud-based databases–foundational technology for all IT systems. We publish insightful articles about new products, best practices and trends; readers help each other out on various database questions and problems. Database management systems (DBMS) and database security processes are also key areas of focus at DatabaseJournal.com.
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Text of this article
June 6, 2022
PRESS RELEASE
macOS Ventura adds powerful productivity tools and new Continuity features that make the Mac experience better than ever
New features like Stage Manager help Mac users stay focused and get more done
CUPERTINO, CALIFORNIA Apple today previewed macOS Ventura, the latest version of the world’s most advanced desktop operating system, which takes the Mac experience to a whole new level. Stage Manager gives Mac users an all-new way to stay focused on the task in front of them while seamlessly switching between apps and windows. Continuity Camera uses iPhone as the webcam on Mac to do things that were never possible before,¹ and with Handoff coming to FaceTime, users can start a FaceTime call on their iPhone or iPad and fluidly pass it over to their Mac. Mail and Messages come with great new features that make the apps better than ever, while Safari — the world’s fastest browser on Mac² — ushers in a passwordless future with passkeys. And with the power and popularity of Apple silicon, and new developer tools in Metal 3, gaming on Mac has never been better.
“macOS Ventura includes powerful features and new innovations that help make the Mac experience even better. New tools like Stage Manager make focusing on tasks and moving between apps and windows easier and faster than ever, and Continuity Camera brings new videoconferencing features to any Mac, including Desk View, Studio Light, and more,” said Craig Federighi, Apple’s senior vice president of Software Engineering. “With helpful new features in Messages, state-of-the-art search technologies in Mail, and an updated design for Spotlight, Ventura has so much to offer and enriches many of the ways customers use their Macs.”
A New Way to Work Across Apps and Windows
Stage Manager automatically organizes open apps and windows so users can concentrate on their work and still see everything in a single glance. The current window users are working in is displayed prominently in the center, and other open windows appear on the left-hand side so they can quickly and easily switch between tasks. Users can also group windows together when working on specific tasks or projects that require different apps. Stage Manager works in concert with other macOS windowing tools — including Mission Control and Spaces — and users can now easily get to their desktop with a single click.
Apple Devices Working Together with Continuity
Continuity Camera now gives Mac customers the ability to use their iPhone as a webcam, and unlocks new capabilities that were never possible before on a webcam. With the power of Continuity, Mac can automatically recognize and use the camera on iPhone when it is nearby — without the need to wake or select it — and iPhone can even connect to Mac wirelessly for greater flexibility.³ Continuity Camera delivers innovative features to all Mac computers including Center Stage, Portrait mode, and the new Studio Light — an effect that beautifully illuminates a user’s face while dimming the background. Plus, Continuity Camera taps into the Ultra Wide camera on iPhone to enable Desk View, which simultaneously shows the user’s face and an overhead view of their desk — great for creating DIY videos, showing off sketches over FaceTime, and so much more.⁴
Handoff now comes to FaceTime, allowing users to start a FaceTime call on one Apple device and seamlessly transfer it to another Apple device nearby. Users can be on a FaceTime call on iPhone or iPad, then move the call to their Mac with just a click, or start a call on their Mac and shift to iPhone or iPad when they need to continue on the go.
Powerful Updates to Key macOS Apps and Features
Safari offers the fastest and most power-efficient browsing experience on the Mac, along with trailblazing privacy features. In macOS Ventura, Safari introduces a powerful new way for users to browse together: With shared Tab Groups, friends, family, and colleagues can share their favorite sites in Safari and see what tabs others are looking at live. Users can also build a list of bookmarks on a shared Start Page, and even start a Messages conversation or FaceTime call right from Safari — great for planning a trip or researching a project together.
In the biggest overhaul to search in years, Mail now uses state-of-the-art techniques to deliver more relevant, accurate, and complete results. Users can quickly find what they are looking for as soon as they click into search, including recent emails, contacts, documents, photos, and more, all before they even start typing. Users can also schedule emails and even cancel delivery after hitting send,⁵ and Mail now intelligently detects if items such as an attachment or cc’d recipient is missing from their message. In Mail, users can set reminders to come back to a message at a particular date and time, and receive automatic suggestions to follow up on an email if there has been no response.
Messages on the Mac now includes the ability to edit or undo a recently sent message, mark a message as unread, or even recover accidentally deleted messages.⁶ New collaboration features make working with others quick and seamless. Now, when a user shares a file via Messages using the share sheet or drag and drop, they can choose to share a copy or collaborate. When they choose to collaborate, everyone on a Messages thread is automatically added. And when someone makes an edit to the shared document, activity updates appear at the top of the thread. Users can also join SharePlay sessions from their Mac right in Messages, so they can chat and participate in synchronized experiences.
Spotlight includes an updated design that makes navigation easier, new features that provide a more consistent experience across Apple devices, and Quick Look for quickly previewing files. Users can now find images in their photo library, across the system, and on the web. They can even search for their photos by location, people, scenes, or objects, and Live Text lets them search by text inside images. To be even more productive, users can now take actions from Spotlight, like starting a timer, creating a new document, or running a shortcut. And Spotlight now includes rich results for artists, movies, actors, and TV shows, as well as businesses and sports.
With iCloud Shared Photo Library, users can now create and share a separate photo library among up to six family members, so everyone can enjoy all of their family photos. Users can choose to share all of their existing photos from their personal libraries, or share based on a start date or people in the photos. To help keep their Shared Library up to date, users will receive intelligent suggestions to share relevant photo moments that include participants in the library and any other people they choose. Every user in the Shared Photo Library can add, delete, edit, or favorite the shared photos and videos, which will appear in each user’s Memories and Featured Photos so that everyone can relive more complete family moments.
More Secure Browsing in Safari
Browsing in Safari is even safer with passkeys, next-generation credentials that are more secure, easy to use, and designed to replace passwords. Passkeys are unique digital keys that stay on device and are never stored on a web server, so hackers can’t leak them or trick users into sharing them. Passkeys make it simple to sign in securely, using Touch ID or Face ID for biometric verification, and iCloud Keychain to sync across Mac, iPhone, iPad, and Apple TV with end-to-end encryption. They will also work across apps and the web, and users can even sign in to websites or apps on non-Apple devices using their iPhone.
Immersive Gaming Experiences
The power of Apple silicon enables every new Mac to run AAA games with ease, including upcoming titles such as EA’s GRID Legends and Capcom’s Resident Evil Village. And since Apple silicon also powers iPad, game developers can bring their AAA games to even more users, like No Man’s Sky from Hello Games, which is coming to both Mac and iPad later this year. 
Metal 3, the latest version of the software that powers the gaming experience across Apple platforms, introduces new features that take the gaming experience on Mac to new heights and unleash the full potential of Apple silicon for years to come. MetalFX Upscaling enables developers to quickly render complex scenes by using less compute-intensive frames, and then apply resolution scaling and temporal anti-aliasing. The result is accelerated performance that provides gamers with a more responsive feel and graphics that look stunning. Game developers also benefit from a new Fast Resource Loading API that minimizes wait time by providing a more direct path from storage to the GPU, so games can easily access high-quality textures and geometry needed to create expansive worlds for realistic and immersive gameplay.
More Great Experiences Coming with macOS Ventura
Availability
The developer beta of macOS Ventura is available to Apple Developer Program members at developer.apple.com starting today. A public beta will be available to Mac users next month at beta.apple.com. macOS Ventura will be available this fall as a free software update. For more information, including compatible Mac models, visit apple.com/macos/macos-ventura-preview. Features are subject to change. Some features may not be available in all regions or languages.
About Apple
Apple revolutionized personal technology with the introduction of the Macintosh in 1984. Today, Apple leads the world in innovation with iPhone, iPad, Mac, Apple Watch, and Apple TV. Apple’s five software platforms — iOS, iPadOS, macOS, watchOS, and tvOS — provide seamless experiences across all Apple devices and empower people with breakthrough services including the App Store, Apple Music, Apple Pay, and iCloud. Apple’s more than 100,000 employees are dedicated to making the best products on earth, and to leaving the world better than we found it.
Press Contacts
Alex Bender
Apple
alex_bender@apple.com
Apple Media Helpline
media.help@apple.com
(408) 974-2042
Images in this article
Apple revolutionized personal technology with the introduction of the Macintosh in 1984. Today, Apple leads the world in innovation with iPhone, iPad, Mac, Apple Watch, and Apple TV. Apple’s five software platforms — iOS, iPadOS, macOS, watchOS, and tvOS — provide seamless experiences across all Apple devices and empower people with breakthrough services including the App Store, Apple Music, Apple Pay, and iCloud. Apple’s more than 100,000 employees are dedicated to making the best products on earth, and to leaving the world better than we found it.
Alex Bender

Apple
alex_bender@apple.com

Apple Media Helpline

media.help@apple.com
(408) 974-2042
The latest news and updates, direct from Apple.
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A document management system (DMS) is a software programme that creates, saves, manages, and tracks electronic documents as well as images of paper-based documents. A document management system (DMS) can capture, distribute, and track records. It’s also helpful in managing channel processes, output systems, and information retrieval systems.
About Document Management System (DMS)
A document management system (DMS) is a software-based system for creating, storing, managing and tracking electronic documents and images of paper-based documents. DMS began as a method of converting paper papers to digital copies. As a result, DMS is also known as an electronic filing cabinet. A DMS can have a big impact on how your business operates. It frees up your time to focus on the most critical aspects of your organization by making document capture, digitization and labelling quick and straightforward.
As a result, while determining which DMS service is best for you, consider both the capabilities you require today and those you may need as your organization grows.
The Advantages of Using an Electronic Document Management System
Converting enormous mountains of paper documents to digital may appear to be a difficult task. Businesses who invest in an electronic document management system, on the other hand, give themselves the basis to assist expedite workflows and scale business-critical procedures. Here are the main benefits of establishing an electronic document management system for your organization, in addition to increasing business productivity.
The cost of commercial real estate is rising, as is storing paper documents. A software-based DMS that can eliminate the need for file cabinets, boxes, and storage bins is a great asset to any business, freeing up valuable office space. Documents that must be retained in hard copy can frequently be held in less expensive locations, such as an offsite warehouse or vault.
Document security is crucial for enterprises of all sizes to protect sensitive data. DMS allows for more control over critical data, and access to documents can be restricted at the folder level for different groups of people. A DMS also keeps track of who had viewed a record, when it was accessed, and how it was edited. The managed documents are highly traceable and can be labelled to enable automated warnings.
Certain documents’ compliance requirements can be rather complex. Noncompliance can result in fines, licence revocation, and, in some situations, criminal charges. Sarbanes Oxley and HIPAA, for example, are federal and state regulatory rules that require tight security and privacy guidelines.
Document management solutions lower the likelihood of noncompliance. Records retention schedules, for example, can be automated, and new records can be categorized and stored more readily.
Searching for and retrieving papers might take a long time – and we all know that time is money. The average worker spends 30 to 40% of their day looking for printed documents. At the same time, businesses pay an average of $20 in labour to file a copy, $120 to find a misfiled record and $220 in work to reproduce a lost document. These wasteful document management expenditures limit an organization’s budget, impede productivity, and limit its growth potential.
A document management system can be a handy and time-saving tool. DEPENDING ON THE SOLUTION USED, a DMS can retrieve files based on a word or phrase in a document. An easier connection with corporate applications facilitates access to essential information. Records can also be accessed remotely with DMS. Documents can be accessed from anywhere at any time as long as there is an internet connection.
An advanced document management system substantially simplifies accessing content and collaborating swiftly. Documents acquired from various sources can be accessible from a variety of locations. Electronic imaging enables document sharing over a network via email or the Internet. DMS increases the visibility of business processes and allows for improved workflow monitoring. External users with authorization can be granted and monitored access.
Every document management solution should include a data backup and disaster recovery plan. Paper documents are preserved from the fire, flood, and other disasters with digital archiving as a backup. Documents in a DMS are highly traceable and can be traced using various criteria. Document tracking capabilities lessen the possibility of records being misfiled or lost after reading.
Time is valuable, and saving time is a clear advantage of DMS, which translates directly into higher production. Document retrieval that is faster and more efficient can raise employee morale and increase client satisfaction. Document management solutions are also scalable, allowing them to adapt to the changing needs of any organization.
 
Document Management Software Must-Have Features 
While each company’s document management needs vary, there are some essential aspects that every document management system should have. 
a. Access limitations that can be customized as part of the security features 
The ability to adjust access rights is an essential component of protecting your data with any DMS. Controlling access gives you more flexibility in cooperating and using your DMS. You can provide different employees, departments, teams, event vendors, and customers access specific files.
Without this flexibility, your DMS will be far more limited and may not be of much use beyond a few small corporate use cases. Nonetheless, access rights can be used by enterprises of all sizes and industries. As a result, access limitation is a must-have feature for any DMS.
 
b. Capability to store a variety of file kinds 
Businesses utilize a wide range of files; therefore, document management solutions must be adaptable enough to store a wide range of file formats. Suppose your DMS only supports a limited number of file types. In that case, you may require more than one DMS, thereby increasing the workload on your team and duplicating your business information systems. In general, the more a single system can do, the better – that flexibility can be used to optimize your operation.
 
c. Search functions for rapid access to and location of critical files 
Your DMS is designed to make it easier to utilize and access documents. You may not be able to access essential papers if you cannot search your files. Different document management systems provide various search options. The DMS you use may determine which search features are most advantageous for your individual use case.
 
d. Maintain a history of documents for auditing and tracking purposes. 
By tracking and auditing document alterations, you may more efficiently manage your documents and guarantee that only changes are made to your files. This aids in document compliance because your internal or regulatory rules demand you to audit thoroughly. As a result, a DMS with auditing and tracking capabilities is required.
 
e. Document version control and backup storage 
Your DMS should give you a paper trail via tracked modifications, allowing you to return to prior versions and see who has made changes to these files overtime at a glance. A backup copy should be available in the case of data loss or significant disruption. 
 
f. Ease of use 
Finally, your DMS must be simple enough to rely on and train your staff to utilize. If your system is overly complex, you risk the DMS not being adopted adequately by your organization.
 
Check out the list of Top 10 Best Document Management System in India in 2022:
 

1. DocuWare
DocuWare, founded in 1988, is a leading provider of document and content management software (as of 2021). It’s available in 16 languages and is used by large corporations like IKEA and Sony.
DocuWare is a company that offers digital document management and automated workflow solutions. It is appropriate for businesses of any size and in all major industries, ranging from manufacturing and retail to healthcare and government.
Key features include
Pros: The user interface is simple, intuitive, and easy to use. Thanks to the tool’s significant drag and drop feature, users may do numerous activities in multiple documents without leaving the central console.
DocuWare provides a free trial period. Its essential subscription includes 20GB of storage for four users for $300 per month.
 

2. Dropbox Business 
Dropbox is a cloud-based file storage and collaboration tool built for the modern workplace to decrease busy work and allow you to focus on what is essential. Dropbox Business enables your organisation to expand without boundaries while maintaining complete control over critical company information and user activities. Dropbox Business is best suited for cooperation among a group of users.
Key characteristics include: 
Pros: Dropbox Business offers a large quantity of storage space for a business. It is an excellent tool for our team’s collaboration. Working on shared projects, updating documents, and creating system backups are simple tasks.
Price: There is a free trial available. The Standard plan is $12.50 per month (starting at five users). Purchase the Advanced plan for $20 per month per user to gain full access to more sophisticated features and limitless storage.
 

3. eFileCabinet 
EFileCabinet provides enterprises with intelligent organization, workflow automation, secure file-sharing, and eSignature requests on a single platform. This solution is intended for the content management of enterprises of all sizes in accounting, construction, real estate, manufacturing, and healthcare.
Key features include 
Pros: Provides on-premise and cloud choices, allowing clients to select the optimal package for their needs.
Price: There are three subscription packages available from eFileCabinet:
 

4. Google Drive
Google Drive is a cloud-based DMS that anybody with a Google account can access. It can effortlessly store, sync, and share files. This tool is best suited for collaborative teams working on real-time projects. Google Drive’s shareability and real-time editing capabilities elevate professional collaboration to a new level.
Key characteristics include 
Pros: Because of its user-friendly interface, Google Drive is the clear winner in terms of usability. Its powerful built-in search engine is a standout feature, allowing users to search files by type and owner.
Price: Free, single users, get 15GB of storage, and upgrade to more storage for a fee (billed by month). For those wishing to deploy GSuite in a corporate setting, the Basic Plan includes 30GB for $6 per user per month. Business’s most popular option provides unlimited cloud storage for $12 per user each month. Google’s website has a detailed list of pricing alternatives.
 

5. Laserfiche
Laserfiche offers intelligent document management and business process automation. It removes manual processes and automates repetitive operations, hence speeding up company processes through powerful workflows, electronic forms, document management, and analytics. The Laserfiche platform is appropriate for the content management of enterprises of all sizes in accounting, construction, education, real estate, manufacturing, and healthcare.
Key features include 
Pros: With automation, Laserfiche improves efficiency by improving the application process, simplifying case management, and minimizing paperwork for employee onboarding. Because all the information is in one location, Laserfiche makes it simple to produce, store, and transmit digital documents inside the business, speeding up a correspondence and making data-driven choices.
Price: The product is available on a monthly subscription for $50.
 

6. LogicalDOC
By focusing on fast document retrieval and business process automation, LogicalDOC promises to assist enterprises to acquire control over document management. LogicalDOC’s adaptability allows it to meet a wide range of requirements. It is best suited for small, medium, and big companies like banks, healthcare, mechanical industries, and medium-sized towns.
Key features include:
Pros: LogicalDOC is an easy-to-use application for project planning, execution, and management.
Price: LogicalDOC Community is open-source software that is free to use. Larger packages, including consultation, are available. More information can be found on LogicalDOC’s website.
 

7. M-Files
M-Files is a next-generation intelligent information management platform that boosts corporate performance by making it easier for people to access and use information. Unlike traditional ECM systems or content services platforms, M-Files unites systems, data, and content across the organization without disrupting existing systems and processes or necessitating data migration.
M-Files is appropriate for small to medium-sized organizations that rely primarily on paper-based operations. Their packaging is distinctive. Customers may select whatever features they want and decline others, making them versatile and cost-effective.
Key features: 
Pros: M-Files is exceptionally secure and provides enough cloud storage. It is simple to access material across devices. It makes it simple to find articles by using the search tool. Furthermore, exchanging files across the team is simple, especially while working on the same project.
N-files provides a free trial. As M-Files is focused on providing you with the same capabilities you require, the cost after the free trial is determined by the features you need and the number of users.
 

8. OnlyOffice
Ascensio Systems SIA created OnlyOffice, a software office suite and DMS. This app, which provides a 3-in-1 editing suite, has been dubbed “The SwissArmy App for the Microsoft Universe” by critics. OnlyOffice offers a document management platform that is ideal for various educational organizations (schools, higher education institutes), small and medium-sized businesses, industries, and government agencies.
Basic features:
Price: They are presently offering a 180-day free trial of their cloud-based solution. The cost varies depending on the edition. When purchased as a three-year subscription, the Cloud-based Edition can cost as little as $3 per month per user. Enterprise, Integration, and Developer editions are also available.
 

9. Microsoft SharePoint
Microsoft’s document management solution was first introduced in 2003. Microsoft’s other products were better integrated with each upgrade, making SharePoint one of the most extensively used DMS.
SharePoint is ideally suited for large enterprises to segment their access policies and controls due to its capacity for lists and Integration across the whole Microsoft ecosystem of products.
Basic features:
Pros: The solution is simple to use, set up, and deploy, and it assures data security and role-based access to SharePoint sites.
SharePoint does not provide a free trial, although SharePoint Online Plan One begins at $5 per user per month. The most expensive package, Office 365 E3, costs $20 per month per user. Check the company’s website for complete pricing information.
 

10. VIENNA Advantage
VIENNA Advantage, founded in Germany in 2005, takes pride in being the first DMS to be securely linked with enterprise resource planning (ERP) and customer relationship management (CRM) solutions. VIENNA Advantage is an excellent solution for medium and large-sized businesses searching for a dependable, scalable, cost-effective, and well-supported DMS with ERP and CRM connection.
Key aspects include: 
Pros: The tool combines enterprise resource planning, document management, and customer relationship management.
The community edition is open source and completely free. With a meeting with a VIENNA Advantage representative, larger packages are available.
 
 
Conclusion
Businesses continuously accumulate and manage files, so selecting a dependable and scalable DMS is critical. A DMS not only maintains your data organized and up to industry standards but also streamlines and automates workflows. We hope that now that you have all of the most up-to-date information about the finest document management systems, you can select one that best meets your business needs.
Edited and published by Ashlyn Joy
 
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For organizations that digitized processes before the COVID-19 pandemic, digital work — including work with electronic documents — was no longer a goal to attain; it was the primary way to do business.
Organizations had to quickly learn to continue operations when many existing processes depended on an in-person staff in one location. As hybrid work environments become more prevalent, many organizations still benefit from improved, remote document management due to the pandemic. Yet, document management in hybrid work has greater finality, as the new normal will be a hybrid of remote and in-person workforces. Organizations must assess the benefits of proper document management strategies in hybrid work environments and document management systems that best meet their needs.
The beginning of the pandemic saw fewer effects on organizations with existing remote workforces or digital work strategies. Organizations that were not fully remote before the shift discovered myriad flaws in content collaboration.
Even if some organizations still used network file-sharing tools, most were not ready for their entire workforce to use VPNs simultaneously. This led many organizations to deploy enterprise content management (ECM) services that addressed immediate document management needs rather than long-term benefits. While not ideal, many organizations preferred the hastily architected services instead of relying on email to manage documents. Any document management service with remote capabilities — even if it wasn’t the best fit for the organization — could help meet immediate needs.
As organizations move toward hybrid work environments, they realize strong document management services offer many advantages. Many benefits also applied before the pandemic, but organizations didn’t prioritize them.
Document management in hybrid work benefits business areas, including the following:
To integrate a document management system efficiently, organizations must find one that complements how employees already operate. The options below have online offerings and various levels of desktop sync, which can enable organizations to start with the service quickly.
Additionally, an organization must apply information governance before deploying the technology to its whole staff or face new challenges.
Document management systems include — but are not limited to — the following:
Gartner, Forrester and other analyst firms cover these vendors and other options. Like the list above, their lists focus on the larger players and may miss a smaller vendor. When choosing a document management system, the most critical questions to ask are the following:
If a vendor can answer those questions successfully, an organization can have confidence in its selection.
E-Handbook: Automated document management system tools transform workflows
Up Next
Advanced technologies, e-signature proliferation and COVID-19’s impact are speeding the transformation from paper-based to automated document management processes.
With numerous options to choose from, picking the right document management system for your organization depends on a careful examination of its tools and features.
Companies in the throes of digital transformation find the e-signature process to be a major catalyst in automating their document management systems and smoothing workflows.
Document management plays a key role in aiding hybrid workforces, so organizations must ensure their document management strategies enable safe and accessible hybrid collaboration.
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