Adobe Sign is a cloud-based service that lets an individual or organization send, secure, track and manage e-signature processes.
Black hat link building is techniques used to drive traffic to a website by exploiting website loopholes, enabling a site to rank higher than it should through organic search means.
Brandjacking is an act that allows an individual or company to assume or exploit a brand’s identity to undermine that brand.
Clickbait is a negative term that describes links to frivolous content whose only goal is to improve the original web page’s clickthrough rate.
A collaboration platform is a category of business software that adds broad social networking capabilities to work processes.
A content aggregator is an individual, organization or tool that gathers web content and applications from different online sources for reuse.
Content analytics is the act of applying business intelligence (BI) and business analytics (BA) practices to digital content. Companies use content analytics software to provide visibility into the amount of content that is being created, the nature of that content and how it is used.
Content automation is a digital marketing strategy that focuses on removing the need for human intervention in the content lifecycle.
Content management (CM) is the process for collection, delivery, retrieval, governance and overall management of information in any format.
A content management application (CMA) is the front end component of a content management system (CMS). The CMA interface allows users to create, publish, edit and remove corporate or website content.
Content Management Interoperability Services (CMIS) is a specification for allowing users to share and access data across multiple content management (ECM) systems.
A content management system (CMS) is a software application or set of related programs that help create and manage digital content.
A content services platform is cloud-based SaaS software that enables users to create, share, collaborate on and store text, audio and video content.
Content sprawl is a condition of an organization’’s content assets in which proliferation and unmanaged growth have led to an unwieldy mass that is difficult to manage.
Content-based security, also known as asset-based security, is a gerneral term for security features that are embedded within enterprise content. Content-based security is a departure from traditional enterprise content management security measures that focus on restricting access to a static repository or network, or on securing specific devices or applications.
Cost per like (CPL) is the amount a company pays to receive a new fan for a Facebook page, through paid advertising and sometimes through earned media.
Dark social is a term used by marketers and search engine optimization (SEO) specialists to describe website referrals that are difficult to track.
Pioneered, in the early 2000s, decoupled CMS is an approach to web application deployment for enhancing the performance and security of WCM systems.
Digital asset management (DAM) is a business process for organizing, storing and retrieving rich media and managing digital rights and permissions. Rich media assets include images, video, audio and other multimedia content.
A digital customer experience delivery platform is software that helps create, manage and measure cross-channel digital customer experiences.
Digital experience (DX) is the combination of interactions and overall sentiment that consumers have with an organization’s digital touchpoints.
The digital workplace is the concept that businesses should use digital transformation (DX) to align technology, employees and business processes to improve operational efficiency and meet organizational goals.
Document capture is any one of several processes used to convert a physical document to another format, typically a digital representation.
An e-signature (electronic signature) is a digital version of a traditional pen and ink signature.
Enterprise collaboration is a system of communication among corporate employees that may encompass the use of a collaboration platform, enterprise social networking tools, a corporate intranet and the public Internet.
Enterprise document management (EDM) is a strategy for overseeing an organization’s paper and electronic documents so they can be easily retrieved in the event of a compliance audit or subpoena.
Enterprise information management (EIM) is the set of business processes, disciplines and practices used to manage the information created from an organization’s data as an enterprise asset.
Enterprise content management (ECM) is a set of defined processes, strategies and tools that allows a business to effectively obtain, organize, store and deliver critical information to its employees, business stakeholders and customers.
File-sharing applications are Web services that facilitate storing and sharing of content through the cloud.
FinnOne is a web-based global banking product designed to support banks and financial solution companies in dealing with assets, liabilities, core financial accounting and customer service.
A headless content management system (CMS) delivers back-end capabilities for editing, organizing and storing all types of digital information, without regard to how that content is published, displayed or used.
Hootsuite is a social media management system that gives users an integrated user interface from which to manage their social interactions.
Information rights management (IRM) technologies help control, secure and manage content from unwanted access.
A Klout score is a measure of a social influence that aggregates one’s reach on various social media platforms.
Knowledge management is the process by which an enterprise gathers, organizes, shares and analyzes its knowledge in a way that is easily accessible to employees.
Microsoft FAST Search is the search engine for Microsoft’s SharePoint collaboration platform.
Microsoft Flow, now called Power Automate, is cloud-based software that allows employees to create and automate workflows and tasks across multiple applications and services without help from developers.
Microsoft MyAnalytics, formerly Delve Analytics, is an application designed to help employees and their managers gain insight into how workers spend their time, with the goal of optimizing tasks and making them more efficient.
Microsoft Delve is a discovery and collaboration tool within Office 365 that uses machine learning to help users work more efficiently.
Microsoft Planner is a project management application developed by Microsoft that allows teams to create, assign and organize work visually.
Microsoft Power BI is a business intelligence platform that provides nontechnical business users with tools for aggregating, analyzing, visualizing and sharing data.
Microsoft Power Platform is a term used as a collective for three Microsoft applications.
Microsoft PowerApps enables developers and nontechnical users to build mobile applications from selectable templates without having to know code, and to host these apps on Microsoft Azure.
Microsoft SharePoint is a document management and collaboration platform that helps a company manage archives, documents, reports and other content that is vital to its business processes.
Newsjacking is the practice of aligning a brand with a current event in an attempt to generate media attention and boost the brand’s exposure.
OCR (optical character recognition) is the use of technology to distinguish printed or handwritten text characters inside digital images of physical documents, such as a scanned paper document.
OpenText Enterprise Content Management (ECM) Suite is a bundled group of content management software made by Open Text Corporation, whose programs include document management, record management, email management and web content management.
The paperless office is an umbrella term for business practices that improve the workplace by reducing reliance on paper.
Records information management (RIM) is a corporate area of endeavor involving the administration of all business records through their life cycle.
Records management (RM) is the administration of records and documented information for the entirety of its lifecycle, which includes creation, maintenance, use, storage, retrieval and disposal.
A records retention schedule is a policy that depicts how long data items must be kept, as well as the disposal guidelines for these data items.
The right to be forgotten is the concept that individuals have the civil right to request that personal information be removed from the Internet.
Search engine marketing (SEM) is an approach to advertising that helps companies’ content rank higher in search engine queries.
SFTP is a term that refers to either Secure File Transfer Protocol or SSH File Transfer Protocol, and is a computing network protocol for accessing and managing files on remote systems.
A semantic network is a knowledge structure that illustrates how concepts are related to one another and how they interconnect.
A SharePoint administrator manages an organization’s installation of the Microsoft SharePoint collaboration and content management platform.
A SharePoint farm is a collection of servers that work in concert to provide a set of basic SharePoint services to support a single site.
SharePoint sprawl occurs when end users create a new site to categorize content that could have been stored in an existing site, or categorize content poorly so it’s difficult to find later on.
Slack software is a cloud-based collaboration software suite. Originally founded in 2009 as a chat tool for a now-defunct gaming technology, Slack has gained currency among enterprises and is broadening into a collaboration platform with capabilities beyond just messaging.
Snackable content is website content that is designed to be easy for readers to consume and to share.
Social media metrics refer to the measurements that companies use to gauge the impact of their efforts on social media platforms, and the impact of social media activity on a company’s revenue.
Social media ROI refers to the return on investment a company can expect to make from its investment in social media technologies.
A take-down request, also called a notice and take down request, is a procedure for asking an Internet Service Provider (ISP) or search engine to remove or disable access to illegal, irrelevant or outdated information.
Taxonomy is the science of classification according to a predetermined system, with the resulting catalog being used to provide a conceptual framework for discussion or analysis.
Technology-assisted review (TAR) uses software to search and sort through documents that are relevant for the purposes of e-discovery.
A vanity uniform resource locator is a truncated URL that extends an organization’s brand.
A web content management system (WCMS) is a type of content management system (CMS) that provides an organization with a way to manage digital information on a website through creating and maintaining content without prior knowledge of web programming or markup languages.
A web development framework is a set of resources and tools for software developers to build and manage web applications, web services and websites.
White hat link building strives to drive traffic to a website through search engine optimization techniques, such as relevant linking to other, relevant content that enhances users’ experience, generation of quality content and more.
WordPress is free, open source publishing software that can be installed locally on a web server and viewed on a proprietary web site or hosted in the cloud and viewed on the WordPress web site.
Workflow automation is an approach to making the flow of tasks, documents and information across work-related activities perform independently in accordance with defined business rules.
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On-premise mailrooms are slow, error prone and require too much labor and valuable real estate – not to mention they simply cannot support today’s ‘new world of work.’
Market research firm IDC has projected that spending on technologies and services that enable digital transformation of businesses will hit $1.97 trillion in 2022. One of the best places for an organization to jumpstart its digital transformation is the mailroom — the main point of entry for documents. On-premise mailrooms are slow, error prone and require too much labor and valuable real estate — not to mention they simply cannot support today’s “new world of work.”
According to IDC, companies lose 20% to 30% in revenue every year due to inefficiencies. An outdated, physical mailroom is one of the most inefficient operational siloes for companies today.
At issue? The inordinate number of documents arriving in paper form. Companies — large and small — have business-essential mail streams coming through the U.S. Postal Service in physical form that have to be captured, data extracted and then married with electronic counterparts. Manual mailroom workflows turn this process into a logistical nightmare — even with a dedicated administrative staff responsible for opening, copying, scanning, sending and/or uploading documents to various other systems.
How a company approaches processing and managing information from the mailroom has a direct impact on core business operations in every department. Invoices, contracts, purchase orders, client communications and expense reports are just a few examples of the myriad of business documents received in volume each day.
Related: How to Use Automation (and Avoid the Pitfalls) as an Entrepreneur
Physical mailrooms create numerous problems.
The traditional mail-delivery process begins with a staff member opening the correspondence, logging it and determining who gets it internally. Then, it’s often hand-delivered to the appropriate party, who then reads it and either files it away or scans a copy to share by email or, even worse, makes multiple hard copies to distribute internally.
Companies that rely on these cumbersome methods can quickly find themselves mired in mounting document piles and workflow bottlenecks trying to process all this information manually.
The manual handling of mail creates an environment ripe for human errors to creep in. From internal routing mistakes and inaccurate data entry to scanning exceptions and misfiling, errors can be numerous — and, if uncaught, can often result in negative operational impacts downstream.
The exchange of information today comes in from more sources than ever before — customers, prospects, suppliers and colleagues — across multiple communication channels and in a number of different formats, each requiring its own process for handling.
A digital mailroom can help companies overcome these challenges and begin to transition their operations to include more data-centric workflows that have become a necessity in today’s digital business world.
A digital mailroom combines document capture and management with automated workflow technology to digitize the secure inbound and outbound delivery of mail, resulting in a positive impact across the entire organization. Organizations with little or no previous experience with mailroom automation are often reticent about embarking on what may seem like another daunting IT project. However, there are a number of fundamental things that business leaders should understand about implementing a digital mailroom and benefits they should come to expect.
Related: How to Take Marie Kondo’s Approach for Workflows and Processes
While interest in digital mailrooms has certainly been accelerated by the new world of work, misperceptions exist that might hinder companies from taking action. Below are four debunked digital mailroom myths:
Organizations can realize a number of benefits across the enterprise from automating their mail workflows.
Boosted productivity
Having the ability to process both inbound and outbound mail in a matter of seconds, then quickly upload the information to other corporate systems enhances productivity immensely.
More accountability
The ability to attach “a timer” to every piece of mail that comes in helps improve accountability across the organization. In addition to knowing when a mail piece is received, opened and placed in someone’s queue to be processed, organizations can gain insight into how long it took someone to process his or her mail — this week, this month, this year— compared to others in the office.
Deeper visibility
Digital mailroom solutions have the ability to provide extra visibility into what’s going on with both inbound and outbound mail through a number of customizable dashboards and reports. Organizations can gain real-time insight into how many pieces of mail are being processed, the different document types, the number of pages and where a document may be in a workflow.
Reinforced compliance
This type of automation creates a detailed audit trail for every single piece of inbound mail. All inbound mail, whether email, fax, U.S. Postal Service or overnight mail comes into a common-capture platform. Mail is processed in the same manner, in an encrypted format, every single time. The encrypted documents go through the workflow and are uploaded to corporate systems — creating a new level of security as all information is processed, housed and shared in a compliant fashion (for example, meeting PCI certifications, SOC 2 certifications, etc.).
Related: 4 Transformational Questions Your Business Should Ask
Gartner, Inc., expects technology initiatives around digitization to be top-of-mind strategies for executive leadership, with a keen focus on solutions that improve a company’s infrastructure to accommodate the new world of work — and to ensure information is as mobile as its workforce.
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Legal departments will grow as your company grows and your business scales. Sometimes business upscale can happen rapidly, and it is always beneficial to be prepared. This helps you stay organized and on track when you are scaling different departments, including the legal department. To properly scale your legal department, there are a few steps to take into consideration.
When it is time to scale your legal department, it is crucial to see what the current processes are like, and which tools can better impact these internal processes. This overall understanding will help you decide what changes you need to make to properly scale the department. To begin with, here are some basic tools you can evaluate:
Once you have identified the impact of each tool on your internal legal process, it is crucial to collaborate with stakeholders across your tech stack. This helps you understand their processes and what tools they use. As a first step, you will need to reach out to every department in your company that you collaborate with as a legal team to understand the kind of tools, software, and tech they use. Understanding their processes and tools will help you build your company's tech stack to be more cohesive and collaborative.
Once you have a full overview of the tech stack of the company's operations, it is time to consider the value of each potential tool and run a cost-benefit analysis. Investing in the right tech stack when you are scaling your business can build a good foundation for your company's future. A common error most companies make during scaling is building their software and tech internally due to budget constraints or other reasons.
If you build your tools internally, you will eventually be playing catch-up and fall behind. Instead, investing in good software and building a strong tech stack allows you to grow with the evolving world of technology. Legal technology is becoming more important every day and choosing the right legal tech tools is critical to your business growth.
The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.
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