Imagine walking into a bank and being told you can see your balance, but not your withdrawal history. Or that the money you deposit may not be valid when you decide to withdraw it. Sounds farfetched? Not in the world of Information Management. The answer is to use the right tool for the job – an Electronic Document & Records Management System, which manages documents and records with precision and control, just like banks manage money.
Documents are created and received by everyone. They vary in importance, and some have more value than others. Given that so much reliance is placed on documents and records, why is it that document repositories only tell you what you hold and not what you’ve deleted? And, with so many different content types, combined with multiple formats and technologies spanning so many years, how can you guarantee you can access the records when you need to in years to come?
An EDRMS is purpose-built to manage records to the highest standards. It can manage electronic and paper records, archives, libraries, image collections and back-scanned projects. It allows the application of strict rules and in-built controls to ensure that what is placed in the system is properly managed throughout its lifecycle.
Yes. Every organisation has the need to manage some records, but not everything has to be managed as a record. There are internal projects, works in progress – transient and ephemeral documents – which can be stored in file shares and collaboration platforms; and then there are long-term records like HR, finance, contracts, health & safety and board meetings which demand an EDRMS.
Traditional deployments involve large upfront investment in software and hardware. Project implementation teams followed by ongoing support and maintenance by a central team can be costly. Deployments can be time-consuming when the system is configured separately for each team.
Due to these cost barriers, only large organisations have been able to afford to roll out an EDRMS. This approach has met varying degrees of success. From a user perspective, some have welcomed the structure, compliance and functionality. Others have resisted due to system complexity, fear of change and disruption to processes, as well as not seeing the benefits the system brings to the organisation.
Collaboration platforms such as O365, Google Workspace and Dropbox are useful tools. They allow a great deal of flexibility for users to access, create and collaborate on content. However, if they are configured to act like an EDRMS, they lose much of the functionality that make them such great platforms to work with. Rights need to be removed from users and complex processes need to be created and documented. And what is more, all these actions need to be managed by a central team.
As we know, all organisations create records but, depending on the industry, the need to place records in an EDRMS as opposed to a collaboration platform can differ greatly.
Collaboration platforms are used for most of the day-to-day work of many organisations, where there is a need to share access and collaborate.
Long-term records should be stored in systems designed for records: where full audit trails on every action are recorded and kept for the life of the record; where complex access controls are carefully thought through and effectively managed; where retention schedules are formally agreed and implemented, which can prove that a record has not been amended or deleted and, when something has been deleted, by who and when.
Gilby IM is a fully managed service and opens out the benefits of an EDRMS to all organisations, from large to small. It allows the management of specific record sets without the need for expensive organisation-wide projects or support teams.
Unlike traditional EDRMS deployments, GilbyIM is offered as Software-as-a- Service (SaaS) and can be deployed within a few days. Organisations have the option to adopt a templated solu- tion or have the platform configured to their specification.
As a fully managed service, GilbyIM gives organisations the freedom to deploy quickly an EDRMS just for the information assets that need manag- ing without the need for a full deploy- ment. This dramatically reduces costs. Whether it be electronic records covering HR, contracts or finance, paper files or back scanning a whole file range ready for an office move, GilbyIM solves this problem and solves it quickly.
The GilbyIM platform gives you access to a system that provides assurance from the start. The technology that underpins GilbyIM manages records for over 2,500 government organisa- tions worldwide. It conforms to ISO 15489 (the international standard for records management) and is approved by the National Archives.
The whole look and feel has been designed around the user. It is intuitive, uncluttered and requires zero training.
Our combination of a SaaS model and templated solutions means that organisations can reduce a records transformation project to days, minimise reliance on paper records and bring unstructured data under control once and for all. Not only that, it can be accessed from anywhere.
Simplicity has been designed into GilbyIM from the outset, which enables high levels of user adoption which remains high and guarantees you project success. And because you only pay for what you use, it can be scaled to meet any organisation’s needs. From small primary schools to large councils, GilbyIM provides an excellent solution and great value for money. The GilbyIM team sets up everything and provides expert advice throughout the project. Users are fully supported and software is regularly upgraded all as part of the SaaS subscription cost.
To find out more about GilbyIM, book a demo or enquire about how to manage your records, contact our friendly team at Contact@GilbyIM.com or visit us at www.GilbyIM.com.
Please note: This is a commercial profile
© 2019. This work is licensed under CC-BY-NC-ND.
Time-saving software and hardware expertise that helps 200M users yearly. Guiding you with how-to advice, news and tips to upgrade your tech life.
Follow us:
Let’s keep in touch!
function gennr(){var n=480678,t=new Date,e=t.getMonth()+1,r=t.getDay(),a=parseFloat(“0.”+String(e)+r);return new Intl.NumberFormat(‘en-US’).format(Math.round(569086*a+n))}var rng=document.querySelector(“#restoro-downloads”);rng.innerHTML=gennr();rng.removeAttribute(“id”);var restoroDownloadLink=document.querySelector(“#restoro-download-link”),restoroDownloadArrow=document.querySelector(“.restoro-download-arrow”),restoroCloseArrow=document.querySelector(“#close-restoro-download-arrow”);if(window.navigator.vendor==”Google Inc.”){restoroDownloadLink.addEventListener(“click”,function(){setTimeout(function(){restoroDownloadArrow.style.display=”flex”},500),restoroCloseArrow.addEventListener(“click”,function(){restoroDownloadArrow.style.display=”none”})});}
One of the highest costs for a company is its IT assets. Computers, routers, printers, mobile devices, you name it.
IT hardware is expensive and must be constantly maintained and/or upgraded to keep peak efficiency and avoid security risks.
Add in the cost of licenses for software, support contracts, and other incidentals, and you have an important piece of your company assets that need to be efficiently managed.
While some companies still use spreadsheets for IT asset management, these are hard to maintain and are limited to having a list of your assets.
Now, if you want to keep an up-to-date asset inventory, real-time control of ownership, identify devices that need to be patched, and have a clear understanding of your IT financials, you need an IT Asset Management system.
Selecting an IT tool can be quite a challenge, especially since there are a lot of options available.
Although the criteria might be a bit company-specific, the right IT asset management software should provide you with:
➡ Up-to-date inventory: Know exactly what assets you have, where they are, who is using them, and what condition they’re in.
➡ Remote support: Access and manage your assets at any time, from anywhere, so your database is always up to date.
➡ Patch management: Keep track of which devices need to be patched and when to ensure peak security for your company.
➡ IT financials: Understand the cost of your IT assets and make informed decisions about upgrades and maintenance.
So, if you were looking for the best IT asset management software out there, we’re going to lend a helping hand.
When it comes to inventory management tools, it’s easy for things to get unwieldy and hard to manage. Therefore, you want to find something that is user-friendly, intuitive, and thorough.
InvGate Insight is all that and more. Its easy-to-use interface provides you with a unified inventory of all IT assets connected to your network. You can access data and insights from any device, desktop or mobile.
You also have the ability to access data and insights related to individuals as well as groups of assets.
InvGate Insight is a state-of-the-art IT asset management tool that is easy and convenient to access thanks to its web and mobile interfaces that can be accessed from any device.
This combination of power and ease of use makes it an ideal tool not just for inventory management, but also for asset discovery, license management, and software deployment.
It is a very comprehensive ITAM tool, tremendously useful in a number of different scenarios.
InvGate Insight balances power and ease of use, making it an ideal tool not just for asset management, but also for asset discovery, license management, and software deployment.
Having the ability to effortlessly discover your entire IT infrastructure, resulting in a 360-degree view of both your cloud and physical assets, is priceless.
This simplifies inventory management and ensures that you’re running a tight ship since your entire IT ecosystem is mapped out (complete with configuration management data).
The fact that users can then build dynamic views of how these systems and applications related to each other in a visual CMDB data model is a bit like using an operating system in God Mode.
And where it really helps with inventory management is the ease with which you can store acquisition costs, vendor information, and more inventory details within each asset in your IT ecosystem.
This makes it a piece of cake to keep track of inventory information for reporting and budgetary purposes. Additionally, IT security compliance is an essential part of InvGate Insight.
The software has the ability to report on devices in your inventory running outdated software versions; you can set up instant alerts for devices that are flagged as running outdated or unmaintained software.
This helps protect your assets and data, helping your team take proactive measures to protect your organization from any security vulnerability.
You can also check assets with upcoming warranty expirations, helping you take the required steps to strengthen your IT security.
InvGate Insight is available as a 30-day free trial (with no credit card required).
Take a look at InvGate Insight’s best features:
InvGate improves IT support efficiency and customer experience with an integrated Service and Asset Management platform.
If you want to discover all IT assets connected to your network without installing any other software on your devices, Lansweeper can help you.
That’s because it grabs information on all assets, then lists all the installed software, user details, hardware specs, and much more.
Thus, with Lansweeper’s IT Asset Data Platform, you will get complete end-to-end visibility of your network, saving your IT staff a lot of time and effort.
Furthermore, you gain access to a single source of truth, an accurate and centralized repository of all your hardware, software, and users.
Expert Tip: Some PC issues are hard to tackle, especially when it comes to corrupted repositories or missing Windows files. If you are having troubles fixing an error, your system may be partially broken. We recommend installing Restoro, a tool that will scan your machine and identify what the fault is.
Click here to download and start repairing.
The solution gathers all the data in a centralized System of Record. That means you will have 100% visibility into your distributed IT environment.
You will automatically know which assets you own, their location, who is using them, and lots of other insights.
The tool connects right to your existing technology stack, so you won’t need to perform any complicated implementation steps.
Let’s review some of its most important features:
⇒ Get Lansweeper
If you haven’t heard of Device42 yet, it’s an agentless full-stack Hybrid IT discovery and dependency mapping solution.
With this tool, you get access to information that mirrors the reality of what is in your environment, making you more efficient in the process.
This software discovers and connects to all the assets on your network, getting data from servers, hypervisors, cloud, network devices, applications, and more.
Of course, it can also extract information from external tools such as puppet, Chef, and receives data via Rest APIs.
Then, the built-in technology performs the cleansing, deduplication, and enriching of the data.
In the end, you will be able to access dynamically generated impact charts that will help you reduce risk and potential downtime.
The tool provides detailed configuration discovery for major applications such as Oracle, Microsoft SQL, MongoDB, PostgreSQL, MySQL, ColdFusion, IIS, Apache, and more.
Take a look at some of its key features below:
⇒ Get Device42
If you’re looking for an open platform with a more casual approach, Kaseya might do the job.
This solution delivers the technology SMBs and managed service providers (MSPs) need to improve their productivity.
For instance, from the security standpoint, you will be able to manage software patching, antivirus & antimalware and perform backups from a single dashboard.
Another advantage is that you can manage and monitor all the devices from the network remotely and troubleshoot them quickly, but also create service tickets.
Of course, with Kaseya it’s also possible to monitor and manage all the devices on your network, including servers, endpoints, and (SNMP) network devices.
The complete Kaseya package includes VSA, Vorex, and IT Glue. Although Kaseya VSA covers the management and monitoring, you will also need the Vorex helpdesk and IT Glue to integrate all of them.
It will take a little bit of tweaking from your IT staff to get all of them working seamlessly so if you need a simple product, look elsewhere.
Let’s see some of Kaseya’s most important features:
⇒ Get Kaseya
Atera is an efficient, simple remote monitoring & management software designed for MSPs & IT professionals.
It combines RMM & PSA, remote access, billing, reporting, and more in a single, complex platform.
From remote monitoring and management to ticketing and receiving customer feedback, Atera’s RMM software helps you get your work done quicker.
That is mostly thanks to the fast and easy remote access that includes file transfer and multi-screen support.
The solution is transparent, predictable, and technician-based, ensuring the management of unlimited servers and workstations.
From its dashboard, you can manage alerts, run scripts, create tickets, stop and start services, connect remotely to your endpoints, and more.
⇒ Get Atera
These are the best IT inventory management software solutions we recommend if you are in need of such a tool for your business.
Depending on what exactly you are looking for, surely you will find an option that is best tailored to your needs.
And while we’re talking about your infrastructure, you might also want to take a look at our best network performance management software and get up to speed with the latest tools.
source
If you’re on a Galaxy Fold, consider unfolding your phone or viewing it in full screen to best optimize your experience.
Credit Cards
Banks
Brokers
Crypto
Mortgages
Insurances
Loans
Small Business
Knowledge
by Maricel Rivera | Updated Aug. 5, 2022 – First published on May 18, 2022
Image source: Getty Images
Picture this: You’re in a bookstore, and you come across a cool-looking book. Great title. Looks like somebody cared enough to make the cover look good, too. There’s just one thing, though. You don’t know who the author is.
Should you take a chance on him? Will the book be worth your time and money? To find out, you start reading the description. “Nah,” you tell yourself a minute later, “I’ll pass,” suddenly visualizing the piles of crime novels sitting on your bedroom floor still waiting to be read.
Now imagine that instead of a contract employee deciding whether to buy a book, you’re an investor looking for a project to finance. You pick up the first file in a stack on your desk. Instead of the blurb on a hardback’s dust jacket, you go over the executive summary.
Will you want to know more about the project? Or toss the file where it will never be seen again?
The answer will largely depend on what the executive summary says.
An executive summary condenses a much longer document and conveys its findings, takeaways, and recommended action plans. It often appears as the introductory section of a research study, white paper, or business plan. In project management, it accompanies documents such as a project proposal, statement of work, or project charter.
Usually 1-4 pages long, depending on the size of the document it’s based on, it provides readers with an overview of the major points so they don’t have to read the entire material.
As is characteristic of summaries, the executive report summary is usually the last to be written and the first to be read. However, there is no rule saying it has to be written last. You can, of course, write it first and use it as a loose outline to be refined later when your project proposal or business plan is done.
Sometimes referred to as the management summary, it’s also the most frequently read section of a document and, in some cases, the only portion an executive or investor might read.
So if you’re looking to boost your business budget or secure funding for a project that’s tied to a major business development initiative, treat the executive summary report as your elevator pitch, the hook to lure your target audience into learning more about your project, business plan, or proposal.
What you include in an executive summary will vary depending on the content it covers. For example, a startup plan may contain a description of your product or service, financial projections, key business metrics such as revenue growth, and your funding request.
A project proposal executive summary may provide an overview of the project scope and constraints, a summary of the project resources, a high-level explanation of the change management plan, a description of the major deliverables, and so on.
So think about the type of information your target audience would be interested to know in the few minutes they’ll allot to your executive summary. Also, you may sometimes be required to follow certain formatting guidelines, so review any instructions relating to length and overall format.
The steps below will cover the key components to include when writing an executive summary for a proposal.
Open with a bang. Capture the client’s attention right out of the gate. You do that not by talking about yourself. Talk about them and the issue they’re trying to address.
Here’s an example executive summary format for your opening:
Firefly & Co. is a brand poised to reach great heights in the plus-sized women’s clothing industry. High-quality, reasonably priced basic wardrobe staples — you can’t go wrong with that! Especially with Firefly’s ethical and sustainable production practices.
Evidence of Firefly’s growing clout is its ever-increasing social media following. In just less than a year, it has gained over 1 million followers on Facebook and Instagram. While that is an accomplishment in and of itself, what Firefly fails to leverage are the benefits of an e-commerce store.
Tip: Be concise and direct. Build a solid case, and do so in a captivating way.
Clearly state the problem or goal your proposal aims to address. You want to assure the client or sponsor that you fully understand the situation.
Here’s an executive summary example defining the problem:
All purchases are currently done in physical stores. This limits sales potential and the possibility of gaining new customers. With the upcoming launch of Firefly’s summer bag collection, there’s no better time than now to step up its online presence.
Tip: Be very clear about the business need behind the project. The focus here is the client and their pain point, not you or your company — not yet, anyway.
Next, briefly explain the solution you’re proposing. Then, give them a mental picture of what their business would end up looking like once their problem is solved. You want to touch on the business benefits of the completed project, which will generally come in the form of:
Here’s an example of an executive summary describing the solution and expected outcome:
All this can be done with Shopify, a full-service e-commerce platform that provides retailers with an easy-to-use interface for creating professional-looking websites. It comes with all the features they need to manage product listings, inventory, sales, and customer information. It even offers customers different ways to pay — debit or credit cards, mobile wallets, and more!
These features can better translate Firefly & Co.’s social media success into profits. With a Shopify store, your customers won’t always have to travel to your store to get the Firefly essentials they need.
Tip: Keep things high level while still giving readers something to be excited about.
##promo-body-ecap##
This is where you briefly talk about your expertise and whether you’ve done any similar projects before — your qualifications, essentially. You want the client to know that you or your team can deliver on time and within budget. If you can, include relevant figures to highlight your ability to get things done.
Here’s an executive summary sample offering proof of your expertise:
We, at Wildling Creatives, have used Shopify in multiple projects, and most of our clients have seen growth in sales by up to 50% within six months of integrating their brick-and-mortar store with an e-commerce site.
We’re a team of handpicked professionals with a combined 30 years of experience in e-commerce marketing. We’re certified Shopify experts, and with our eyes for good design, web development skills, and expert knowledge in business and e-commerce, we’ve been helping brands like yours create and improve their online shopping presence for years.
Tip: Talk about your strengths, but never lie. Make sure the numbers you include are accurate. If you haven’t already, use project management software for easier tracking and retrieving of key project management metrics such as return on investment and profit margin.
Explain why they should work with you and what they can achieve by doing so. Your call to action can also include your contact information, in case the executive has a question.
Here’s an example:
E-commerce is the way forward. Done right, an unprecedented sales boom is just around the corner.
By partnering with Wildling Creatives, not only will Firefly & Co. significantly boost local sales and improve brand recognition, but it will also open its doors to international customers. We’ve done it for swimwear superstar Bonnie Smith Swim Co., and we’re confident we can also turn Firefly & Co. into the global success it’s meant to be.
If you’re ready to take the next step, this proposal outlines in more detail what you can expect and how we’ll do it. If you have any questions, I’d be happy to personally take your call at (55) 555-5555.
Tip: The goal of an executive summary is more to sell than describe, so this is where you try and close the deal.
To get a better sense of how different executive summaries look, here are templates you can download from Microsoft, Smartsheet, PandaDoc, and Examples.com.
Now that you’ve written your executive summary, you want to give it a run-through before you send it off to investors, clients, or potential partners. Be sure to check for the following:
An executive summary should be brief, usually just one or a few pages long. It cannot be comprehensive. If your reader has questions, they can read the details in the proposal or business plan. As a rule of thumb, the length of your executive summary should be between 5-10% of the full report or proposal.
Avoid jargon. Use language your target audience understands. Writing for medical experts will be vastly different from writing for people in finance.
Discuss the major points in the same order as they appear in the full document. Refrain from introducing information not found in the proposal. And, of course, edit and proofread. You don’t want any typos or errors in your executive summary.
Check if there are any formatting guidelines to follow. Otherwise, structure your executive summary in a way that’s easy to skim. Instead of long blocks of text, use bullet points to break down complex information, headings/subheadings to organize topics, and even images to enhance the reader’s understanding of the summary.
Also, it’s a good idea to get someone to critique your executive summary to see if there’s anything you’ve forgotten to include.
A project goes to the project planning stage because the client or a body of decision-makers believes it can solve a problem. But before that, the project manager or service provider writes a proposal, which generally takes time to write. Surely, you don’t want all your efforts to go to waste.
With a well-written executive summary, you get to highlight all the good points of your proposal and entice your target audience to take action.
Maricel Rivera is a software and small business expert writing for The Ascent at The Motley Fool.
We’re firm believers in the Golden Rule, which is why editorial opinions are ours alone and have not been previously reviewed, approved, or endorsed by included advertisers. The Ascent does not cover all offers on the market. Editorial content from The Ascent is separate from The Motley Fool editorial content and is created by a different analyst team.
The Ascent is a Motley Fool service that rates and reviews essential products for your everyday money matters.
Copyright © 2018 – 2022 The Ascent. All rights reserved.